Supervisor: Chief School Administrator
Classification: Administrative – Exempt
Position Summary
The Administrative Assistant/Registrar supports the effective daily operations of the school by
serving as the primary receptionist, administrative support professional, and manager of student
records. This role is often the first point of contact for families and visitors and is responsible for
maintaining accurate student data, enrollment records, and compliance documentation.
Essential Duties & Responsibilities
Administrative & Office Support
Assist the Chief School Administrator and Head of Schools in the daily operation of
the school.
Serve as an ambassador for the school by welcoming parents, students, and visitors and
modeling professional, positive interactions.
Provide helpful, friendly, and proactive customer service; resolve minor issues
independently and refer more serious matters to appropriate staff.
Provide comprehensive clerical and administrative support including word processing,
correspondence, reports, scheduling, mail distribution, and maintaining both general and
confidential filing systems.
Perform daily receptionist duties: greet visitors, answer phones, manage inquiries, and
direct individuals appropriately.
Monitor and maintain office and school supplies; oversee copier usage and assist with
copying needs.
Support the overall mission and culture of the school and contribute to a positive,
studentcentered environment.
Ensure timely and accurate communication of messages (phone, email, inperson),
maintain notice boards, update schedules, and distribute mail.
Assist with digital communication: send schoolwide emails, post newsletters to the
website, and prepare printed communications as needed.
Generate and prepare administrative reports based on requested data.
Registrar, Admissions & Student Data Management
Maintain strict confidentiality and comply with all dataprotection laws and school
policies.
Process student admissions in accordance with school policy; maintain complete and
organized student records.
Enter and update detailed student data in school information systems; maintain the
student database, attendance records, and transcripts.
Maintain enrollment files, family financial accounts, and student records in compliance
with ODE, OECG, CYO, and requirements for private and federal grants (Fall, Summer
Enrichment, Entrepreneurship, Art Club, Athletics, etc.).
Prepare registration and enrollment materials for all school programs (Fall, Extended
Day, Summer, Athletics, Entrepreneurship, etc.).
Schedule enrollment appointments, testing sessions, and interviews for new students.
Track student enrollment, SSID numbers, and schoolissued technology.
Set up classes, teachers, and schedules in FACTS.
Communicate with prospective and current families via phone, email, letters, and parent
alerts.
Update enrollment packets as needed.
Coordinate tasks with office assistants and volunteers.
State Funding Compliance
Responsible for interfacing with the Ohio Department of Education, SCJFS, and other
agencies, including:
Jon Peterson Scholarship (IEP files and records)
NS3 Reports
ADM Reports
Title XX
Transportation
Ohio School Choice Scholarship
Processing attendance, tracking funding, and submitting required documentation via
SAFE accounts
Attendance Management
Check and maintain daily attendance.
Contact parents when a student is absent without notification.
Communicate with families regarding excessive tardiness (five or more per quarter).
Food Program & Demographic Reporting
Collect and process Free and Reduced Lunch applications for demographic reporting and
compliance.
Safeguarding & Security
Maintain the security of school property in accordance with school procedures and legal
requirements; report safety concerns promptly.
Maintain the visitor logbook and ensure all visitors and contractors wear visible
identification badges.
Mental, Emotional, and Physical Requirements (ADACompliant) Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.
Cognitive & Mental Requirements
Ability to maintain attention and focus in a busy environment with frequent
interruptions.
Ability to prioritize tasks, manage deadlines, and handle multiple responsibilities
simultaneously.
Ability to exercise sound judgment, maintain confidentiality, and follow established
procedures.
Ability to problemsolve, identify appropriate next steps, and take initiative within the
scope of the role.
Emotional & Interpersonal Requirements
Ability to maintain professionalism, patience, and composure when interacting with
students, families, staff, and visitors.
Ability to communicate effectively and respectfully with individuals of diverse
backgrounds.
Ability to manage occasional stressful or emotionally charged situations while
maintaining a supportive and serviceoriented demeanor.
Ability to work collaboratively and contribute to a positive school culture.
Physical Requirements
Ability to sit, stand, or walk for extended periods while performing office and reception
duties.
Ability to lift and move up to 20 pounds occasionally (e.g., boxes of supplies, student
files).
Ability to use standard office equipment, including computers, phones, copiers, and
printers.
Ability to move throughout the school building to support administrative needs.
Ability to read printed and digital materials and hear and respond to inperson and
telephone communication.
Work Environment
Work is performed in a school office setting with typical noise levels and frequent
interaction with students and families.
The role requires consistent inperson presence to fulfill essential duties related to
reception, records management, and communication.
Other Duties as Assigned
Provide parent orientation for school technology systems and assist with tracking
technology fees and device distribution.
Support additional administrative tasks as needed to ensure smooth school operations.