Registrar and Student Data Manager

Position: Registrar and Student Data Manager

Exemption Status: Exempt

Supervises: Designated administrative support staff, as assigned

Position Summary: The Director of Registrar & Data Services is a senior administrative position responsiblefor the integrity, accuracy, security, and effective administration of student information, academic records, student scheduling, and institutional data reporting at New MexicoSchool for the Arts (NMSA). The Director serves as the school's Registrar, PowerSchoolAdministrator, and NOVA Coordinator and leads required student and institutional datasubmissions to the New Mexico Public Education Department and other agencies. Theposition also coordinates master scheduling, dual credit, online coursework, andrelated academic-records functions.

Grades, Credits & Graduation Records: Maintain accurate student transcripts, grades, credits, GPAs, and academic records. Establish and communicate grading deadlines and coordinate grade storage and reporting periods. Prepare regular reports identifying students with failing or at-risk grades and coordinate related communications. Review records for accuracy and resolve discrepancies with faculty, administrators, students, families, and other institutions as appropriate. Monitor graduation-credit records and support verification of student progress toward graduation requirements. Complete the annual determination of Valedictorian and Salutatorian in accordance with school policy.

State Reporting, NOVA & Data Quality: Serve as the school's NOVA Coordinator and primary administrator responsible for student and related data reporting to the New Mexico Public Education Department (NMPED).Maintain current knowledge of NMPED data-reporting requirements, definitions, deadlines, business rules, and procedures; attend required NOVA trainings, conferences, and technical-assistance sessions. Enter, upload, review, validate, and certify school data as required; review verification and validation reports, identify discrepancies, and make or coordinate corrections. Coordinate required reporting periods and data submissions throughout the school year and respond to NMPED validation inquiries and requests for corrections or additional information. Work with school leadership and staff to collect, reconcile, and verify information required for state reporting. Complete or coordinate required accreditation data reviews, Civil Rights Data Collection reporting, and other required institutional data submissions. Maintain documentation supporting reported data and reporting decisions and develop internal processes that improve data quality and consistency.

Master Scheduling & Academic Planning: Lead development of the school's annual academic master schedule in collaboration with school leadership. Maintain course lists, course codes, descriptions, and course-catalog information; complete annual PowerSchool rollover and new-school-year setup, including terms, semesters, examinations, courses, staff, classrooms, honors designations, and course requests. Review student transcripts and graduation requirements to support accurate course placement and scheduling; coordinate student course requests and scheduling for the upcoming school year. Develop scheduling materials, advisor schedules, and related planning tools; train and support advisors in course planning, Next Step Planning, and scheduling processes. Maintain Next Step Plan folders, records, and related materials and coordinate the schoolwide Next Step Planning process. Coordinate Parent-Teacher Conferences, including scheduling, communications, and logistical preparation in collaboration with operations staff.

Dual Credit & Online Coursework: Serve as the school's primary coordinator and point of contact for dual credit programming and designated online course providers. Support student enrollment and registration; collect and maintain required applications, permission forms, and related documentation. Maintain working relationships with partner colleges and postsecondary institutions; serve as the school point of contact for dual credit instructors. Enter and verify dual credit and online-course grades and credits in student records; coordinate placement testing, proctoring, textbooks, supplies, and recurring enrollment periods as required. Monitor student enrollment, progress, completion, and record accuracy and resolve registration or record discrepancies as needed.

Administer Textbook: Tracker or other designated instructional-material inventory systems, including check-out/check-in, student and item databases, accountability reports, and follow-up on lost or damaged materials. Lead or coordinate annual student registration and enrollment processes and Registration Day, including forms, student materials, and coordination with the Director of Operations & Information Technology on facilities and event logistics. Coordinate recurring registrar and data projects, including annual scheduling, grade storage, course selection, state reporting cycles, and student-record closeout.

Desired Knowledge, Skills & Abilities: Bachelor's degree or comparable experience. Experience administering student-information, data-management, or comparable complex information systems; experience with PowerSchool and state education reporting is strongly desirable. High degree of accuracy and attention to detail, particularly when managing student records and state reporting. Strong analytical skills and ability to identify, reconcile, and resolve data discrepancies. Excellent organizational, planning, project-management, and deadline-management skills. Understanding of data integrity, confidentiality, records management, FERPA, and regulatory compliance. Ability to learn changing NMPED reporting requirements and translate them into reliable internal procedures. Strong written and verbal communication and ability to train and support staff using data and student-information systems. Ability to build effective relationships with students, families, faculty, staff, partner institutions, and government agencies. Commitment to inclusion and belonging and an understanding of the cultural context of New Mexico. Ethical judgment, discretion, confidentiality, initiative, and a solutions-oriented approach. Spanish/English bilingual proficiency is desirable.

Other Duties: Perform other duties and responsibilities as assigned by the Head of School that areconsistent with the general scope and level of responsibility of the position.

Position Description: NoticeThis position description indicates the general nature and level of work expected of theincumbent. It is not intended to be a comprehensive listing of all activities, duties, andresponsibilities required of the incumbent. This position description is designed toillustrate the minimum requirements of the job. The performance appraisal for thisposition will evaluate the incumbent's ability to meet or exceed the minimumrequirements of the job.#hc266215