Administrative Assistant for High School Registrar/Counseling Department

Position Title: High School Registrar / Administrative Assistant - Counseling Department

Reports To: Director of Counseling / Principal

Position Summary

The High School Registrar/Counseling Department Administrative Assistant provides comprehensive administrative and clerical support to the school counseling department and manages and maintains accurate student records. This position serves as a key point of contact for students, families, staff, and outside agencies regarding enrollment, transcripts, scheduling support, records management, and counseling office operations. The ideal candidate demonstrates professionalism, confidentiality, organization, and strong interpersonal skills in a fast-paced school environment.

Essential Duties and Responsibilities

Registrar Responsibilities

• Maintain and manage accurate student academic records in accordance with state and federal regulations.
• Process student enrollments, withdrawals, transfers, and record requests.
• Prepare and distribute official and unofficial transcripts.
• Verify graduation requirements and maintain records related to diplomas and credits.
• Coordinate cumulative records, immunization records, and student documentation.
• Ensure compliance with FERPA and all student confidentiality requirements.
• Assist with student scheduling processes and course change documentation.
• Maintain accurate data within the student information system.
• Prepare reports related to enrollment, attendance, grades, and student demographics.
• Coordinate records requests from colleges, employers, and other educational institutions.

Counseling Department Support

• Provide administrative support to school counselors and counseling staff.
• Schedule student, parent, and counselor meetings and appointments.
• Assist with the organization of college and career readiness activities, testing, scholarships, and FAFSA initiatives.
• Support coordination of student interventions, academic monitoring, and counseling programs.
• Prepare correspondence, forms, reports, and presentations for the counseling department.
• Maintain counseling office calendars and communication systems.
• Assist students and families with general counseling office questions and procedures.
• Support crisis response procedures and student service coordination as directed.

Office and Administrative Responsibilities

• Answer phones, greet visitors, and provide excellent customer service.
• Maintain organized filing systems and office records.
• Process incoming and outgoing mail and documentation.
• Operate standard office equipment and software applications.
• Collaborate effectively with administrators, teachers, families, and community agencies.
• Assist with state reporting, audits, and data collection as required.
• Perform other duties as assigned by the administration.

Qualifications

• High school diploma required.
• Previous administrative assistant, registrar, or school office experience preferred.
• Experience working in a school counseling office or educational setting is preferred.
• Knowledge of student information systems and Microsoft Office applications.
• Strong organizational, communication, and multitasking skills.
• Ability to maintain confidentiality and professionalism at all times.
• Strong attention to detail and accuracy in recordkeeping.
• Ability to work collaboratively with students, families, and staff.

Preferred Skills

• Familiarity with FERPA regulations and student data privacy practices.
• Experience with scheduling and transcript management.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong customer service and problem-solving abilities.

Physical Requirements

• Ability to sit, stand, and work at a computer for extended periods.
• Ability to lift and carry office materials up to 25 pounds.
• Ability to communicate effectively in person and by telephone.

Work Schedule

• School-year position and working through Summer School.
• Standard school office hours with occasional extended hours as needed.

Terms of Employment

• Hourly wages and benefits are determined in accordance with district policies and applicable agreements.
• Background check and employment eligibility verification required.
• 220 days, $14.50/hr