School Registrar

General Purpose

The Registrar works collaboratively with the Admissions team, administration, and education teams to ensure a smooth parent journey through the discovery, registration, enrollment, and withdrawal process. 

Reporting to the Admissions Director will serve as an ambassador for AISW, conveying the school's mission, vision, and pillars while providing parents with a high level of service through a professional and family-centric approach, delivered in a timely responsive, and friendly manner. 

MAJOR RESPONSIBILITIES AND DUTIES

• Explain the application process to parents and ensure they complete it properly.
• Send acknowledgment e-mails to all applicant parents confirming received documents and documents still required to be submitted before the review of the application
• Follow-up with applicants and ensure that all necessary documents are submitted prior to registration
• Review credentials to ensure their authenticity and validity (certificates/transcripts, test score results, and report cards)
• Ensure that all credentials meet minimum admission requirements prior to assessment 
• Manage all applicant's files with all necessary documentation 
• Work in collaboration with the following departments of new admissions and withdrawal: Admissions team, Administrators, Counsellors, Accounts, Clinic, Transportation, Attendance, IT department, and Library
• Maintains and updates student information in Current/Future Student in PowerSchool
• Update leaving student profiles in PowerSchool

Applications:

• Follow-up with parents on missing documents to complete application forms; report cards, and confidential reports. Etc. 
• Collect all required documents either by directly communicating with parents via email or students' existing schools including requesting records from other schools (i.e. report cards, confidential reports). Make sure the confidential report is signed, sealed, and stamped. Ensure that report cards are clear, with school letterhead or stamp. 
• Ensure the applicant’s file is complete prior to assessment (on PowerSchool and google drive)
• Ensure the applicant was promoted at the end of the year and scan final reports for all new students end of October 
• Create a folder for every student by grade on Google drive and upload all documentation onto it
• Categorize applications by status; enrolled, active offer, rejected, parents declined, and reason. 
• Make sure all data is correct on both Google drive and PowerSchool
• Acquire the knowledge of retrieving information of applications on reports from PowerSchool by collaborating with IT department and asking for support when needed
• Cooperate with all departments when data or reports are needed regarding applications or students
• Assist admissions department head and testing supervisor with preparation of reports and student data information.
• Perform other duties as assigned by the admissions director
• Generate reports as requested by the Admissions director or other leading members of the school.
• Work closely with the Student Affairs office while transferring documents, collecting original final school reports, and ensuring student file is complete after the student is finalized.

Withdrawals

• Notifies to following office/department of withdrawals: Administrators, Counsellors, Accounts, Clinic, Transportation, Attendance, IT department, and Library
• Prepares withdrawal packages containing cumulative records for withdrawing families
• Provides information to receiving schools when required
• Generate withdrawal records for withdrawing students, and notify affected personnel. Liaise with the Accounts department

Liaise with the Accounts department

• Notice of admission of new students 
• Notice of re-enrolment deposit payments of existing students