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Middle School Office Assistant/Registrar… at Douglas… · Highlands…
Skills
Job Description
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Job Posting Title:
Middle School Office Assistant/Registrar (Please apply directly to STEM School Highlands Ranch - DO NOT apply online with DCSD)
Job Description:
About STEM School Highlands RanchAt STEM School Highlands Ranch, we place innovation at the heart of learning to unleash the potential of all students and prepare them for an exponentially changing world. As a K-12 free Charter School in the Douglas County School District, we are committed to creating an environment that fosters respect, success, and continuous improvement. We welcome you to join us on our goal to redefine limits and unleash potential.
Our Commitment to Diversity:
STEM School Highlands Ranch is dedicated to providing equal opportunities to all individuals, regardless of race, color, national origin, age, sex, genetic information, religion, pregnancy, disability, sexual orientation, veteran status, or any other protected status. We strive to maintain a work environment free from unlawful harassment and discrimination.
Our Core Beliefs:
1. Create an environment of respect and success.
2. Nurture unlimited human potential.
3. Leverage the power of collaboration.
4. Optimize resources.
5. Impact the world ethically and positively.
6. Reinvent and adapt.
What We Expect:
At STEM School Highlands Ranch, we expect our team members to be agile learners who design thoughtful and engaging initiatives that ensure maximum impact and engagement.
What You Can Expect:
You will join a community of committed professionals who engage in constant collaboration and innovation to nurture unlimited potential for both students and staff.
Benefits:
STEM School Highlands Ranch offers a comprehensive benefits package, including:
● Employer-paid health, dental, and vision insurance (available on the 1st of the following month).
● Short-term, long-term disability, life, and ADD insurance (available six months from hire date).
● Retirement benefits including PERA pension and 401K employee-only contribution managed through Colorado’s PERA program.
● Other benefits include FSA (medical and dependent care), Pet Insurance, Sick Time, and PTO based on years of service
Position Specific Information (if Applicable):
Position Overview:
We are seeking a highly organized, detail-oriented, and service-driven Middle School Office Assistant / Registrar to join our team for the 2026–2027 school year. This role is essential in managing student records, supporting enrollment processes, and serving as a welcoming first point of contact for students, families, and visitors. The ideal candidate thrives in a fast-paced environment, maintains accuracy and confidentiality, and is committed to supporting both school operations and student well-being.
Primary Responsibilities
Front Office & Customer Service
● Serve as the front desk point of contact, managing phones, visitors, and daily inquiries
● Create a welcoming and professional environment for students, families, and staff
Enrollment & Records Management
● Process student enrollments and withdrawals
● Maintain official academic records, including contact information, transcripts and grade reports
● Manage cumulative student files with accuracy and confidentiality
● Fulfill transcript requests and respond to external records requests
● Oversee attendance tracking and support truancy management
● Prepare and maintain enrollment reports
● Maintain ownership and accuracy of IC (Infinite Campus) and enrollment systems data
Additional Responsibilities (as needed)
Student Health & Support
● Respond to student health needs, including emergencies in classrooms
● Administer daily medications and maintain accurate documentation
● Coordinate medication refills
● Maintain appropriate documentation for all health room visits and procedures
● Maintain and organize the health room (stocking, cleaning, organizing)
● Provide first aid care for students and staff
● Assist the RN in managing students’ chronic health conditions
● Maintain student health records (doctor’s notes, immunization records, etc.)
● Communicate with parents via phone, email, and in person
● Follow student health care plans
● Assist RN with immunization compliance and data entry
● Support vision and hearing screenings and related data entry
● Review and support monthly health assistant processes
Operational & Administrative Support
● Assist with field trip preparation and coordination
● Support the Principal, Assistant Principal, Dean, and Executive Director as needed
● Conduct enrollment inquiry follow-up
● Communicate with prospective families via phone and email
● Coordinate tours, student shadows, and a positive enrolling family experience
● Align logistics, stakeholders, and timelines to ensure smooth execution
● Oversee volunteer coordination, execution and tracking
● Open doors and screen visitors through Raptor and related software
Qualifications
● Strong organizational skills and attention to detail
● Excellent communication and customer service skills
● Ability to manage multiple priorities in a fast-paced environment
● High level of professionalism, discretion, and confidentiality
● Experience with student information systems (e.g., Infinite Campus) preferred
● Prior experience in a school or office setting preferred
● CPR/First Aid certification (or willingness to obtain) preferred
Schedule:
● Day shift
● Monday to Friday
● School Year: 2026 - 2027
● School Days: 195
This position will be open until filled, but will not be open past: June 30, 2026
#SJ2025
Interested candidates should apply directly through the STEM School Highlands Ranch at https://www.stemk12.org/about/careers
Compensation:
The pay range for this role is $20 - $30 USD per hour.
Responsibilities:
Inventory student cumulative files for current, graduated & withdrawn students, and other data as needed. Produce honor rolls, post grades, open the grading window, and perform grade validations. Verify availability of grades/transcripts in the parent portal. Purge, prepare, and scan student records into the Districts Universal Content Management system to comply with Colorado State Archive requirements. Fulfill transcript/records requests and Confirmation of Enrollment and Attendance in a timely and efficient manner in order to meet statutory compliance.
Prepare, monitor, and process Express Check-In, ensuring validation of student enrollment, demographic, household, emergency contact information and the collection of student fees associated with the students’ schedules. Coordinate the building check-in day for student pictures, student ID's, etc.
Direct and train student office workers, interns, peer counselors, volunteers, etc. to perform routine office functions; ensure confidentiality, professional behavior, and maintain discipline.
Assist and train teachers, staff and administration in Ad Hoc report creation in the Student Information System. Create Help Desk requests for additional rights, discrepancies, concerns, changes, and errors within or to the Student Information System.
Perform other related duties as assigned or requested.
Complete successful student registration and/or transfer, by obtaining and verifying authenticity of required registration documentation; enter student data accurately into the District’s Student Information System (SIS) according to protocol; maintain the accuracy of student data through the District's Exception Reports; provide data for compliance reports.
Cooperate with district departments on guardianship, home study, homeless students, Special Education, and foreign and exchange students, to ensure full access to services for all students.
Schedule new and transferring students into classes and/or change student schedules based on sound judgment identifying needs of the student and as requested from Administrators, Counselors, special education staff, or other appropriate school personnel.
Pull courses from the course master into Infinite Campus to prepare for student course registration requests, build sections, assign teachers to courses, analyze conflicts, roster students into sections (and roster changes) to ensure each student has been successfully scheduled into classes for the new school year and for the Summer School/Enrichment session(s).
Collaborate with District Departments and Charter schools for Open Enrollment, Administrative Transfer, and Open Enrollment Two; manage all dual enrollments for students participating in unique district programs.
Certifications:
Education:
High School or Equivalent (Required)
Skills:
Position Type:
Charter School
Primary Location:
STEM Charter School
One Year Only (Yes or No):
No
Scheduled Hours Per Week:
40
FTE:
1.00
Approx Scheduled Days Per Year:
185 Work Days- (260 days indicates a year-round position. Time off [or Off-Track Days] are then granted based on the position. Any exceptions to the normal off-track time will be noted in the Additional Position Details section above, as scheduled work days.)
Minimum Hire Rate:
$21.17 USD Hourly
Maximum Hire Rate:
$27.78 USD Hourly
Full Salary Range:
$21.17 USD - $34.38 USD Hourly- All salary amounts listed above are based on a full-time (1.0) FTE. If applicable, part-time salaries will be prorated according to the assigned FTE.