ADMINISTRATIVE ASSISTANT – REGISTRAR

Santa Fe South West Middle School | Santa Fe South Charter Schools
Oklahoma City, OK | 210-Day Contract

About Santa Fe South Charter Schools

Santa Fe South Charter Schools (SFS) is a free, public charter network that has served the south side of Oklahoma City for more than 20 years. Rooted in the communities we serve, SFS is committed to providing a challenging, student-centered education that prepares students to thrive academically, socially, and emotionally.

Guided by a belief in the potential of every student, Santa Fe South emphasizes strong instruction, meaningful relationships, and the development of life skills, self-confidence, and social responsibility. Our schools work in close partnership with families to ensure students are equipped to succeed in high school, college, careers, and an ever-changing global society.

About West Middle School

Santa Fe South West Middle School opened its doors in the 2023–2024 school year and is a growing, intentionally designed campus built to serve alongside the southwest Oklahoma City community. As a young school, West MS is in an exciting stage of development—establishing its identity, systems, and traditions while maintaining a relentless focus on student growth and achievement.

West MS is driven by a deep love for kids and a commitment to excellence. Our team believes in high expectations, strong relationships, grit, and resilience, with student growth at the center of our work. Staff members at West have the unique opportunity to help shape the culture, systems, and traditions of a growing middle school while working alongside a collaborative team committed to doing what is best for students.

Position Summary

The Registrar serves as the primary steward of student enrollment, academic records, scheduling data, and student information while helping create an exceptional experience for every family who interacts with West Middle School. As one of the first people students, families, and visitors encounter, the Registrar plays an important role in creating a welcoming, organized, and professional school environment.

This position oversees student enrollment, registration, withdrawals, transfers, cumulative records, academic records, and student data management while ensuring compliance with district, state, and federal requirements. The Registrar works closely with school leadership, counselors, district departments, teachers, and families to maintain accurate records, support effective campus operations, and provide outstanding customer service.

The ideal candidate is highly organized, detail-oriented, personable, and able to manage multiple priorities in a fast-paced school environment where both accuracy and relationships matter.

Key Responsibilities

Student Enrollment & Registration

Coordinate the complete student enrollment process, including new student registration, transfers, withdrawals, residency verification, and enrollment documentation.
Guide families through enrollment requirements while providing exceptional customer service.
Request, receive, review, and maintain student records from previous schools.
Review incoming student records to support accurate grade-level placement, course enrollment, and scheduling.
Ensure all required enrollment documentation is complete, accurate, and compliant with district, state, and federal requirements.
Assist families with enrollment questions and connect them with appropriate school resources.

Student Records & Academic Data

Maintain accurate cumulative student records and permanent academic files.
Enter, update, and verify student information within the district's student information system (PowerSchool) with a high degree of accuracy.
Maintain accurate course, grade, and academic record information.
Prepare transcripts, enrollment verifications, attendance records, report cards, and other official student documents as requested.
Support counselors and school leadership with student scheduling, course changes, and academic record needs.
Ensure student records remain organized, secure, and compliant with FERPA and district policies.
Process student withdrawals and transfer records promptly and accurately.

Data Integrity & Compliance

Monitor student data for accuracy, completeness, and consistency.
Support district, state, and federal reporting requirements through accurate student information management.
Assist with enrollment reporting, attendance reporting, SchoolSafeID, accreditation, and other required compliance submissions.
Review records and data regularly to identify and resolve discrepancies.
Compile reports and documentation requested by campus or district leadership.
Maintain appropriate documentation to support audits, accreditation reviews, and other compliance requirements.

Family & Community Relations

Serve as one of the primary points of contact for students, families, and visitors.
Welcome every family with warmth, professionalism, and responsiveness that reflects Santa Fe South's commitment to outstanding service.
Answer questions regarding enrollment, attendance, student records, schedules, and school procedures.
Build positive relationships with families while maintaining professionalism and confidentiality.
Collaborate with outside schools, agencies, and organizations regarding student records, enrollment, and transfers.

Administrative & Campus Support

Provide administrative and clerical support to the principal and school leadership team.
Collaborate closely with counselors, teachers, and other office staff to support smooth campus operations.
Assist with campus communications, documentation, filing, scheduling, and office operations as needed.
Support schoolwide events and operational initiatives.
Participate in staff meetings, professional learning opportunities, and campus initiatives.
Perform additional duties as assigned by the principal or designated supervisor.

Qualifications

Minimum Qualifications

High school diploma or GED.
Demonstrated ability to manage confidential information with professionalism.
Strong organizational skills and exceptional attention to detail.
Excellent customer service and interpersonal communication skills.
Ability to manage multiple priorities and deadlines in a fast-paced environment.

Preferred Qualifications

Previous experience as a school registrar or in school office administration.
Associate's degree or higher in education, business, office administration, or a related field.
Bilingual in English and Spanish.
Experience with PowerSchool or another student information system.
Experience working with student records, enrollment, scheduling, or school data.

Knowledge, Skills & Abilities

Successful candidates will demonstrate:

Exceptional customer service with a warm, welcoming, and professional demeanor.
Excellent written and verbal communication skills.
Strong organizational and time-management skills with the ability to prioritize multiple responsibilities.
A high level of accuracy and attention to detail.
Ability to maintain strict confidentiality and exercise sound judgment.
Proficiency with Microsoft Office, Google Workspace, and student information systems.
Ability to learn and navigate data systems and administrative processes efficiently.
Ability to build positive relationships with students, families, staff, and community partners.
Ability to remain calm, flexible, and solution-oriented in a busy middle school office.
A commitment to teamwork, continuous improvement, and the success of every student.

Why Join West Middle School & Santa Fe South?

Help shape a growing school. West MS is still building its traditions, systems, and identity, giving team members the opportunity to make a meaningful and lasting contribution to the campus.
Be part of a student-centered community. Our work is grounded in high expectations, strong relationships, and a deep belief in the potential of every student.
Work alongside a collaborative team. West staff members share responsibility for creating strong systems and an excellent experience for students and families.
Grow professionally. Santa Fe South invests in professional learning, feedback, and opportunities for employees to continue developing their skills.
Make a meaningful impact. The Registrar plays a critical behind-the-scenes and front-facing role in ensuring students, families, and staff have the information and support they need to succeed.
Competitive compensation and benefits. Santa Fe South offers a comprehensive benefits package and competitive compensation for full-time employees.