Position: Registrar/Database  

Reports to: Director of Counseling  

Updated Date: September 2024  

 

 

PURPOSE AND SCOPE: 

 

Under the supervision of the Director of Counseling, the Registrar is responsible for maintaining student records, transcripts and counseling database systems. Performs other job-related tasks deemed necessary and/or assigned by the principal. 

 

ESSENTIAL JOB FUNCTIONS: 

• Handles sensitive information in a confidential manner. 

• Maintains a variety of files, documents and student records (e.g., grade transcripts, academic achievement records, etc.) for the purpose of documenting and/or providing reliable information relative to student records 

• Requests transcripts for incoming transfer students, including international students 

• Processes requests from students, other districts, colleges/universities and/or employment agencies (e.g., transcripts, attendance/graduation verification, student records) for the purpose of providing required information 

• Responds to inquiries of staff, other educational institutions, the public, alumni, parents and/or students (e.g., mail out transcripts, providing documents for withdrawing students, National Honor Society and Academic Decathlon moderators) for the purpose of providing information and/or direction 

• Ability to work in a team environment and maintain good working relationships with all diocesans, parish and school staff. 

• Maintain all student records in PowerSchool and Canvas, as well as hard copies. 

• Complete the yearlong cycle of creating courses and records in PowerSchool and Canvas 

• Maintains Canvas pages  

• Posts announcements on Canvas  

• Creates the proctoring schedule for finals  

• Compiles a variety of reports and documents (e.g., graduation rate, academic probation) 

• Assists in attendance office as needed; assists in front office as needed 

• Fill in for other administrative assistants on campus as needed  

 

Performs any other job-related tasks deemed necessary and/or assigned by the Director of Counseling and Principal.  

 

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED 

• Proven administration or assistant experience 

• Experience with PowerSchool, Canvas 

• Knowledge of office management systems and procedures 

• Excellent time management skills and ability to multi-task and prioritize work 

• Attention to detail and problem-solving skills 

• Excellent written and verbal communication skills 

• Strong organizational and planning skills 

• Proficient in Microsoft Office and Google Docs 

• High school diploma or equivalent; college degree preferred  

• Must demonstrate personal self-discipline, be adaptable and ?exible in routine and unexpected situations. 

• Must use good judgment in daily encounters. Must use verbal and written language correctly. 

• Must demonstrate an appropriate sense of humor. 

• Must maintain appropriate grooming and dress as stated in the faculty handbook. 

 

PHYSICAL DEMANDS 

 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is regularly required to stand; sit; walk; use hands to finger, handle, or feel; reach with hands and arms; talk or hear. The employee must regularly lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus. The employee must be able to stand for periods of time outside in the heat and cold. The noise level in the work environment is usually moderate. The position will require some evening and weekend hours. 

 

The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position.  Additional duties are performed by the individuals currently holding this position and additional duties may be assigned. 

 

EVALUATION 

 

Performance of this position will be evaluated in accordance with the procedures developed by the Diocese of Phoenix and Notre Dame Preparatory under the direction of the Principal and Director of Counseling  

 

TERMS OF EMPLOYMENT 

 

Twelve-month employee (paid in 12-month contract), full-time, salaried. The Executive Committee under the guidance of the Diocese of Phoenix establishes base salaries and stipends. A schedule of mandatory days and extra responsibilities is provided prior to the start of a new school year. 

 

MINIMUM QUALIFICATION 

• Preference given to a practicing Catholic, but faithful persons of other faiths are welcome (admin jobs must be practicing Catholic) 

• Must be willing to make a public Profession of Faith if Catholic; if non-Catholic, willing to support Catholic teachings and philosophy 

• Must have at least 5 years’ experience in the field or related area 

• Must hold a high school diploma or equivalent; college degree preferred 

• Complete Safe Environment Training and signed the Code of Conduct. AZ Fingerprint clearance completed.