Assistant to Student Services

Position:     Assistant to Student Services

Date:     July 1, 2026

Department:     Staff

FLSA:     Exempt (Administrative)

Full-time/Part-time:     40+ hours/week with benefits

Supervisor:     Principal

Direct Reports:     None

Receives Work Direction from:     Principal

Primary Function (Purpose of Position): The DeLaSalle Assistant to Student Services is responsible for managing and safeguarding the school’s official student academic records from enrollment through graduation. The registrar oversees student registration and withdrawal processes, maintains accurate transcripts and cumulative files, ensures compliance with state and federal reporting requirements, and coordinates academic records such as grades, schedules, and standardized test data.

In addition to recordkeeping, the Assistant to Student Services serves as a central point of contact for transcript requests, enrollment verification, and communication with colleges, families, and external agencies. The role requires strong attention to detail, data integrity, confidentiality, and collaboration with administrators, counselors, teachers, and admissions staff to ensure accurate and timely student information management. At its core, the Assistant to Student Services ensures that every student’s academic history is documented accurately and handled professionally.

Representative Responsibilities:

Registrar & Student Records Administration

Focus: Oversight and management of student academic records from enrollment through graduation, ensuring accurate documentation and recordkeeping.

• Register and withdraw students according to established procedures and coordinate the best possible schedule scenario for students and teachers for the academic year. Track and record all student academic data.
• Maintain current, permanent, and accurate student records, including but not limited to grades, test scores, transcripts, immunization records, cumulative folders and all general student data. Provide information to counselors as requested.
• Prepare, record and report student grades; coordinate Progress Report notifications, and report cards, create honor roll lists for publication; compile Probation Lists and prepare notifications for parents/guardians.
• Entry of student standardized test scores.
• Maintain current class lists and grade lists for enrollment verification.
• Set up files and records for transfer and incoming students.
• Coordinate student check-out procedures for student withdrawal to include initiating drop slip forms and recording transfers. Compile missing materials lists and accept returns or charge replacement costs.
• Process information requested by armed services, U.S. Immigration Service, foreign exchange programs and law enforcement agencies.
• Communicate by phone and facsimile with other schools or outside agencies regarding student records as needed; maintain and mail all requests for transcripts; process senior transcripts for college entrance and scholarships.

Student Information Systems & Data Management

Focus: Administration, integrity, maintenance, and improvement of student data systems and databases.

• Timely and accurate entry of student and family personal demographic information in school information systems; audit, modify, update and amend data and enrollment status changes in a timely manner to ensure data integrity.
• Audit, modify and amend data in the student information system to ensure data integrity.
• Daily maintenance of the database.
• Coordinate student data management system as it relates to job requirements; evaluate, analyze and recommend improvements to student information systems.
• Support requests for student related data extraction from the student information systems.
• Run queries and reports for staff as requested.
• All scheduled responsibilities for student records in VeraCross.

Academic Scheduling & Reporting Operations

Focus: Development of the academic schedule and coordination of institutional academic reporting processes.

• Create a Master Schedule, assigning class sections, teaching staff, students, and room assignments.
• Create student registration materials, distribute, and compile results.
• Interpret, apply and explain provisions of federal and state regulations related to admissions and records.
• Coordinate with Principal and Director of Teaching & Learning to prepare necessary documentation, Pre-Approval, registration, reimbursement, and all mandated forms and reports to Title funded activities (Title I, II, III, IV, etc.).
• Assist Administration in coordination of student recognition and related duties.
• Coordinate teacher end-of-year checkout.
• Coordinate summer school registration activities and materials.

Admissions & Enrollment Data Support

Focus: Support the transition from admissions to enrolled students.

• Maintain current lists of enrolled students.
• Manage course registration process for incoming 9th grade students
• Request final records from sending middle schools for 8th graders enrolling for 9th grade.

Major Event Coordination

Focus: The the planning and coordination of several major school events

• Academic Awards CeremonyCoordinate and execute all aspects of the Academic Awards Ceremony, including recognition logistics, materials preparation, and communication with families, culminating in a well-organized event celebrating student achievement.
• Graduating Class Recognition & CommencementLead the planning and coordination of senior recognition events and Commencement, including award determination, collaboration with faculty and external partners, and oversight of diplomas, regalia, and ceremony logistics.

Additional Responsibilities:

• Additional responsibilities identified as needed by the employer and approved and/or assigned by the supervisor.   Some of these involve evening event support.

Required skills

• Organizational skills: The ability to manage a high volume of information and tasks efficiently.
• Attention to detail: Crucial for maintaining accurate records and processing complex data.
• Communication: Strong written and oral communication skills are needed to interact with various stakeholders.
• Problem-solving: The ability to handle issues that arise in a dynamic environment.
• Interpersonal skills: The capacity to work effectively with students, staff, and parents.
• Computer proficiency: Experience with student information systems and common office software like Word and Excel is necessary.