| Location | Santa Fe, NM |
Job Description
Position: Registrar and Student Data Manager
Exemption Status: Exempt
Immediate Supervisor: Head of School (Superintendent)
Supervises: Designated administrative support staff, as assigned
Position Summary
The Director of Registrar & Data Services is a senior administrative position responsible
for the integrity, accuracy, security, and effective administration of student information,
academic records, student scheduling, and institutional data reporting at New Mexico
School for the Arts (NMSA). The Director serves as the school's Registrar, PowerSchool
Administrator, and NOVA Coordinator and leads required student and institutional data
submissions to the New Mexico Public Education Department and other agencies. The
position also coordinates master scheduling, dual credit, online coursework, and
related academic-records functions.
Essential Duties and Responsibilities
Registrar, PowerSchool & Student Records
· Serve as the school's Registrar and PowerSchool Administrator, with responsibility
for the accuracy, integrity, confidentiality, and availability of student information
and academic records.
· Enroll and withdraw students and maintain accurate enrollment records; register
students and maintain student information in PowerSchool.
· Set up staff accounts and generate or manage PowerSchool access credentials for
students, parents, and staff; provide user support related to PowerSchool access.
· Ensure completion of required registration forms and collection of required
student information.
· Request, receive, review, and maintain student transcripts and other academic
records; enter and verify historical grades and credits; process official and
unofficial transcript requests.
· Create and maintain student schedules; calculate and maintain unweighted GPAs
and other academic record information.
· Maintain student cumulative files and process enrollment verifications,
driving-school permissions, and other student record requests.
· Generate student counts, medical-history reports, parent contact lists, permission
reports, and other reports required by school staff and stakeholders.
· Protect student records in accordance with FERPA and other applicable
requirements and maintain appropriate records-management practices.
Grades, Credits & Graduation Records
· Maintain accurate student transcripts, grades, credits, GPAs, and academic
records.
· Establish and communicate grading deadlines and coordinate grade storage and
reporting periods.
· Prepare regular reports identifying students with failing or at-risk grades and
coordinate related communications.
· Review records for accuracy and resolve discrepancies with faculty, administrators,
students, families, and other institutions as appropriate.
· Monitor graduation-credit records and support verification of student progress
toward graduation requirements.
· Complete the annual determination of Valedictorian and Salutatorian in
accordance with school policy.
State Reporting, NOVA & Data Quality
· Serve as the school's NOVA Coordinator and primary administrator responsible for
student and related data reporting to the New Mexico Public Education
Department (NMPED).
· Maintain current knowledge of NMPED data-reporting requirements, definitions,
deadlines, business rules, and procedures; attend required NOVA trainings,
conferences, and technical-assistance sessions.
· Enter, upload, review, validate, and certify school data as required; review
verification and validation reports, identify discrepancies, and make or coordinate
corrections.
· Coordinate required reporting periods and data submissions throughout the
school year and respond to NMPED validation inquiries and requests for
corrections or additional information.
· Work with school leadership and staff to collect, reconcile, and verify information
required for state reporting.
· Complete or coordinate required accreditation data reviews, Civil Rights Data
Collection reporting, and other required institutional data submissions.
· Maintain documentation supporting reported data and reporting decisions and
develop internal processes that improve data quality and consistency.
Master Scheduling & Academic Planning
· Lead development of the school's annual academic master schedule in
collaboration with school leadership.
· Maintain course lists, course codes, descriptions, and course-catalog information;
complete annual PowerSchool rollover and new-school-year setup, including
terms, semesters, examinations, courses, staff, classrooms, honors designations,
and course requests.
· Review student transcripts and graduation requirements to support accurate
course placement and scheduling; coordinate student course requests and
scheduling for the upcoming school year.
· Develop scheduling materials, advisor schedules, and related planning tools; train
and support advisors in course planning, Next Step Planning, and scheduling
processes.
· Maintain Next Step Plan folders, records, and related materials and coordinate the
schoolwide Next Step Planning process.
· Coordinate Parent-Teacher Conferences, including scheduling, communications,
and logistical preparation in collaboration with operations staff.
Dual Credit & Online Coursework
· Serve as the school's primary coordinator and point of contact for dual credit
programming and designated online course providers.
· Support student enrollment and registration; collect and maintain required
applications, permission forms, and related documentation.
· Maintain working relationships with partner colleges and postsecondary
institutions; serve as the school point of contact for dual credit instructors.
· Enter and verify dual credit and online-course grades and credits in student
records; coordinate placement testing, proctoring, textbooks, supplies, and
recurring enrollment periods as required.
· Monitor student enrollment, progress, completion, and record accuracy and
resolve registration or record discrepancies as needed.
Instructional Materials & Recurring Projects
· Administer TextbookTracker or other designated instructional-material inventory
systems, including check-out/check-in, student and item databases, accountability
reports, and follow-up on lost or damaged materials.
· Lead or coordinate annual student registration and enrollment processes and
Registration Day, including forms, student materials, and coordination with the
Director of Operations & Information Technology on facilities and event logistics.
· Coordinate recurring registrar and data projects, including annual scheduling,
grade storage, course selection, state reporting cycles, and student-record
closeout.
Desired Knowledge, Skills & Abilities
· Bachelor's degree or comparable experience.
· Experience administering student-information, data-management, or comparable
complex information systems; experience with PowerSchool and state education
reporting is strongly desirable.
· High degree of accuracy and attention to detail, particularly when managing
student records and state reporting.
· Strong analytical skills and ability to identify, reconcile, and resolve data
discrepancies.
· Excellent organizational, planning, project-management, and
deadline-management skills.
· Understanding of data integrity, confidentiality, records management, FERPA, and
regulatory compliance.
· Ability to learn changing NMPED reporting requirements and translate them into
reliable internal procedures.
· Strong written and verbal communication and ability to train and support staff
using data and student-information systems.
· Ability to build effective relationships with students, families, faculty, staff, partner
institutions, and government agencies.
· Commitment to inclusion and belonging and an understanding of the cultural
context of New Mexico.
· Ethical judgment, discretion, confidentiality, initiative, and a solutions-oriented
approach.
· Spanish/English bilingual proficiency is desirable.
Other Duties
Perform other duties and responsibilities as assigned by the Head of School that are
consistent with the general scope and level of responsibility of the position.
Position Description Notice
This position description indicates the general nature and level of work expected of the
incumbent. It is not intended to be a comprehensive listing of all activities, duties, and
responsibilities required of the incumbent. This position description is designed to
illustrate the minimum requirements of the job. The performance appraisal for this
position will evaluate the incumbent's ability to meet or exceed the minimum
requirements of the job.