NJSBA MANUAL FOR DEVELOPMENT OF JOB DESCRIPTIONS		
											B-9
Central Management Support

TITLE:		REGISTRAR and DATA MANAGEMENT SPECIALIST

QUALIFICATIONS and ESSENTIAL SKILLS:
1.	Degree in communication, information technology, education or other field related to the job duties.
2.	Experience that is directly related to the duties and responsibilities specified. 
3.	Demonstrated knowledge of admissions, enrollment, and student records for an educational organization.
4.	Strong communication and interpersonal skills.
5.	Required criminal history background check and proof of U.S. citizenship or legal resident alien status.
6.	Knowledge of student records, registration, residency, recruitment and retention issues. 
7.	Skill in organizing resources and establishing priorities. 
8.	Knowledge of the rules, regulations, and laws regarding student records. 
9.	Ability to maintain confidentiality of records and information. 
10.	Knowledge of admissions standards and residency requirements. 
11.	Ability to communicate effectively orally and in writing. 
12.	Ability to gather and analyze statistical data and generate reports.
13.	Ability to follow up, good with details, ability to deal with many issues concurrently.
14.	Computer literacy. 

REPORTS TO:		Superintendent

SUPERVISES:		The charter school's admissions, enrollment and student records

JOB GOAL:		To provide data services including student records management

PERFORMANCE RESPONSIBILITIES
Registration and record-keeping
1.	Organizes and performs admissions, registration, and student records functions. Reviews and compiles student admission applications and related documents. Maintains academic records, verifies enrollment, coordinates lottery and graduation, and implements applicable student policies, in accordance with accreditation standards and privacy laws; may coordinate acceptance and receipt of fees, as appropriate to the position. 
2.	As appropriate to the position, reviews and processes student applications and/or documents; reviews and/or compiles and updates student credentials needed for admissions status; monitors progress of applicants. 
3.	Provides administrative support, which may include scheduling meetings and events, maintaining various office files, initiating and drafting correspondence, and other related duties.  
4.	Meets with newly enrolled students and parents in person or on the phone to review forms and explain the enrollment and planning process. Will address some specifics on the completion of the forms not allowed to be covered in the pre-enrollment interview by the ADA by law / regulations. 
5.	Will assist with the collection of all paperwork by responding to specific questions during the form completion process. Will follow up on missing forms until file is complete. Will act on all missing form notices. 

6.	Coordinates registration of students, compiling, evaluating, and retaining student records, and policy interpretation and advisement as appropriate, oversees grade and transcript processing; coordinates academic information for graduation clearance; compiles statistical information and prepares reports; may provide special program certifications, as appropriate. 

7.	Applies knowledge of financial aid policies, procedures, and eligibility requirements.
8.	Maintains confidentiality of student records.    
9.	Develops and maintains recordkeeping systems and procedures.

Data Processing & Database management
1.	Administers the database for student information system. 
a.	Sets up all validation tables upon which all school and student information is based.
b.	Assigns and maintains user files and security levels.
c.	Creates and maintains the school calendar in the software program.
2.	Generates and uploads data for purposes of meeting state reporting and testing requirements, including but not limited to:
a.	NJ Smart (EOY, 10/15,12/1 submissions)
b.	NJ Fall Survey
c.	ASSA
d.	HSPA Test
e.	GEPA Test
f.	NJ Ask Test
3.	Performs PowerSchool End of Year process each summer.
4.	Assists in the creation and implementation of the district master schedule every school year.
5.	Updates charter school class lists, student schedules, teacher schedules, study halls, and homeroom rosters to insure accuracy on a daily basis.
6.	Performs PowerSchool End of Year process each summer.
7.	Assists staff from other units in the district with the analysis of data and the completion of local, state and federal reports.

Training and documentation
1.	Conducts in-service programs to keep personnel trained and informed in the use of applications and developments in the field of electronic data processing in education.
2.	Develops, trains, and supervises data processing staff.
3.	Provides individual training to new and/or current school personnel including secretaries and administrators on use and troubleshooting of system. 
4.	Prepares written materials (e.g. reports, memos, letters, etc.) for the purpose of documenting activities and providing instructions to others.
5.	Responds to inquiries and requests to provide training and assistance from system users for purposes of providing information and/or directions.
6.	Implements new program updates from software vendor and advises users to insure proper and maximum utilization.
7.	Well-versed in Direct Database Export to produce a valid report of requested information based on specific needs of user in respective area of responsibility.

Academic information and grading
1.	Responsible for maintaining the accuracy of the student’s computer information file to include pertinent demographic information, academic history, grades, GPA calculations, and class rank for the charter school.
2.	Establishes procedure for teachers to report and verify grades and or comments to allow for timely input and output of reported information, i.e. report cards, progress reports, and transcripts.  
3.	Responsible for generating the honor roll reports every marking period.
4.	Powergrade support
5.	Applies knowledge of academic standards governing student probation, suspension, and/or expulsion.
6.	Applies knowledge of academic advisement procedures. 
7.	Coordinates the grade petition process, responses to inquiries concerning academic performance, and resolves problems regarding the management of student records.  May monitor academic standing, coordinate probation and suspension actions, and/or administer dean's lists, as appropriate to unit requirements. 
8.	Verifies accuracy of transcripts; handles transcript requests. 

Meetings, communications and correspondence
1.	Communicates with students, parents, staff, the press and the public.
2.	Coordinates the preparation and distribution of school publications pertaining to admissions and enrollment. 
3.	Assists in all admissions special events such as: open house, career day, orientations, school tours, etc. as assigned. 
4.	Responds to requests for public information about the district's admissions, enrollment, policies and programs.  Arranges for press coverage of programs that would attract student enrollment.
5.	Speaks at public meetings and with groups of students and teachers on matters related to the district's admissions, programs and policies as requested by the superintendent.
6.	Meets regularly with PTA/PTO representatives, community leaders and business groups to encourage community involvement in the schools, leading to increased interest in admissions and enrollment.

7.	Creates and maintains a cooperative relationship and open communication with those holding similar positions in other schools and districts in the region and state.

Budgeting and purchasing

1.	Sets objectives for the charter school's admissions, registration and data management operations and assists with an annual budget when assigned. 

2.	Assists the business administrator on purchasing supplies needed for the data processing department and works with vendors to purchase equipment and resolve issues with software and equipment.

Other
1.	May lead, guide, and train staff/student employees, interns, and/or volunteers performing related work; may participate in the recruitment of volunteers, as appropriate to the area of operation. 
2.	Maintains privacy and integrity of data.
3.	Performs other related duties as may be assigned.

TERMS OF
EMPLOYMENT:	Salary and work year to be determined by the board.

annual 
evaluation:  	Performance of this job will be evaluated annually in accordance with NJ State 				law and the provisions of the board’s policy on evaluations. 

Approved by: 
Date: 
Revised:  

Legal References:

N.J.S.A. 18A:6‑7.1 	Criminal history record
N.J.S.A. 18A:7A-11	Annual report of local school district; contents; annual report of 	commissioner; report of improvement of basic skills 
N.J.S.A. 18A:16‑1	Officers and employees
N.J.S.A. 18A:16‑2	Physical examinations; requirement
N.J.A.C. 6A:30	Evaluation of the performance of school districts
N.J.A.C. 6A:32-6.3	Requirements of physical examinations

Immigration Reform and Control Act of 1986, 8 U.S.C.A. 1100 et seq. 

Every Student Succeeds Act, Pub. L. 114-95, Title 1,  20 U.S.C.A. 6301 et seq.