Registrar/Office Assistant

Yellowstone College Prep

 

Primary Responsibilities

The Office Assistant and Registrar plays a critical role in helping Yellowstone College Prep meet all of its operational and administrative goals. The Assistant reports to the Principal and provides assistance for a broad range of activities, including student records, front office support, attendance management, state reporting, and general administrative support. The Assistant will ensure the efficient operation of the school front office and provide critical clerical services for school administrative staff where assigned and needed.

 

Primary responsibilities include, but are not limited to, the following:

Student Records, Grade Books, and Related Functions

• Maintain accurate physical and computerized records including student folders, class rosters, class schedules, grade books and related information
• Process new student records to ensure student folders are updated, complete, and accurate
• Assist with the enrollment, withdrawals and transfer of students and process applicable records
• Coordinate printing and distribution of report cards and progress reports
• Prepare honor roll and perfect attendance lists
• Assist school administration with the preparation of other reports and student data information
• Assist with the collection of family paperwork, including student handbook forms, health forms, transportation forms, and other related correspondence

Attendance

• Responsible for all attendance reporting to administration
• Collect and enter attendance and tardy data on a daily basis, and verify accuracy according to established procedures
• Ensure proper documentation of excused and unexcused absences
• Call parents to verify student absences as needed
• Assist parents, students and faculty with questions regarding student attendance

 

Front Office Support (shared duties with all front office staff)

• Ensure decorum is maintained in the front office at all times
• Ensure the front office area is organized, welcoming, and reflects a sense of pride in our school 
• Serve as the front-line face of Yellowstone for visitors, phone calls, and general email correspondence
• Receive incoming calls, take reliable messages and route calls to appropriate staff
• Assist with general front office tasks as needed and assigned:
  • Sorting of mail and other correspondence
  • Prepare outgoing mail (envelopes, packages etc.)
  • Receiving and delivering supplies to teachers and staff

• Maintain a strong working relationship with classroom teachers and school administration
• (as assigned) Assist with general campus communication, including weekly staff and parent communication

• (as assigned) Manage front office student workers

TEA Reporting and Compliance

• Working closely with Yellowstone’s PEIMS consultant, prepare, maintain, and submit all required Texas Education Agency reports, including yearly seasonal submissions, six weeks reports, and other related data reports
• Process and transmit requests for student information, including student transcripts

Administrative Support

• Provide clerical support to school administration
• Assist with copies and distribution of materials to all school stakeholders
• Assist with meeting and event preparation

• Performs other duties and responsibilities as assigned by supervisor

 

Additional Notes

• This position will include early morning, evening and weekend commitments as required and assigned.
• This position will require the utmost level of discretion and confidentiality, as this employee will have access to student files and other related institutional documents that are confidential.
• This position requires awareness of and compliance with policies and procedures relating to child protection, equal opportunities, health and safety and security, confidentiality and data protection
• This position requires participation in training and other learning activities as required and assigned.

 

 

Yellowstone Values

 

Every employee at Yellowstone College Prep is committed to our PRIDE values:

Positivity: At Yellowstone, we smile first. We are a positive presence on campus and extend a good-natured grace and enthusiasm in all personal interactions.

cumstances and always put the best interests of the broader Yellowstone community first. We “walk the talk” and lead by example.

Determination: We anticipate and overcome challenges. We are resilient in the face of obstacles and are committed to the success of every member of the Yellowstone community.

Excellence: We hold everyone (families, students, colleagues) to the highest standard of excellence and constantly look for ways to enhance the Yellowstone experience.

 

 YELLOWSTONE COLLEGE PREP IS AN EQUAL OPPORTUNITY EMPLOYER. IT IS OUR POLICY THAT ALL APPLICANTS BE CONSIDERED SOLELY ON THE BASIS OF QUALIFICATIONS AND ABILITY, WITHOUT REGARD TO RACE, RELIGION, COLOR, SEX, AGE, NATIONAL ORIGIN, DISABILITY, GENETIC INFORMATION OR VETERAN STATUS.