School Registrar

Summit Christian Academy

Summit Christian Academy is a non-profit ministry of The Assembly of God Church in Broken Arrow, Oklahoma. As such, employees are expected to live according to high ethical standards defined by Biblical values and serve as role models for the students within our care. All employees must adhere to the Employee Standard of Conduct for The Assembly of Broken Arrow.

As a condition of employment, all positions require satisfactory completion of a criminal background check and pre-employment drug screen.

Position Summary

The School Registrar serves as a key administrative support role for Summit Christian Academy. This position is responsible for managing student records, supporting admissions and enrollment processes, maintaining accurate student and family data, and assisting families as they move through the application, enrollment, and student-records process.

The School Registrar works closely with the Superintendent, school principals, office staff, faculty, and families to ensure that enrollment processes are clear, records are accurate, and student information is properly maintained in accordance with school policy and accreditation standards.

This position reports directly to the Superintendent of Summit Christian Academy.

Essential Duties and Responsibilities

Admissions, Enrollment, and Prospective Family Support

• Serve as a primary point of contact for prospective families interested in Summit Christian Academy.
• Communicate with prospective families regarding SCA’s mission, academic programs, admissions process, tuition, required documentation, and next steps.
• Guide families through the application and enrollment process from initial inquiry through completed enrollment.
• Schedule and coordinate family tours, open houses, student assessments, kindergarten evaluations, shadow opportunities, and other admissions-related appointments.
• Prepare and maintain admissions materials, family information packets, and enrollment communications.
• Track applications and follow up with families to ensure all required documents and steps are completed.
• Support the admissions committee by organizing applicant files and preparing information needed for review and decision-making.
• Communicate admissions decisions as directed by school leadership and assist accepted families with next steps.
• Maintain confidentiality regarding applicant, student, and family information.

Registrar and Student Records

• Serve as school registrar and maintain accurate student records in accordance with school policy and accreditation standards.
• Request, receive, organize, and maintain official transcripts and student records.
• Maintain student permanent files both digitally and, where applicable, in paper form.
• Process student enrollment, withdrawal, transfer, and records requests.
• Ensure student demographic, academic, enrollment, and family information remains accurate and current in FACTS.
• Support grade-level transitions, class placement records, and other student-record processes as assigned.
• Prepare student records and reports needed for internal use, accreditation, school administration, and applicable state programs.
• Maintain a high level of confidentiality and accuracy in all registrar-related duties.

FACTS Data Management and Reporting

• Maintain accurate student, family, admissions, enrollment, and registrar data in FACTS.
• Prepare enrollment, admissions, and student-data reports for administration, board reporting, and Parental Choice Tax Credit purposes.
• Track inquiries, applications, acceptances, enrollment completion, withdrawals, re-enrollment, and retention data.
• Assist school leadership with data needed for planning, communication, and decision-making.
• Identify incomplete records, missing documents, or data inconsistencies and follow up as needed.
• Use enrollment and student data to help support timely communication and organized follow-through.

Communication and Collaboration

• Serve as a relational bridge between prospective families, current families, school leadership, faculty, and staff.
• Work closely with school principals to support admissions, enrollment, student records, and family communication.
• Collaborate with office staff and administrative leaders to ensure a smooth and consistent family experience during the admissions and enrollment process.
• Represent Summit Christian Academy professionally and warmly in written, phone, and in-person communication.
• Support the school’s mission by helping families understand Summit’s Biblical worldview, culture, expectations, and commitment to Christian education.
• Assist with other admissions, enrollment, registrar, or student-record responsibilities as assigned.

Office Support and School Event Attendance

• Provide general office support for the Office of the Superintendent as needed.
• Assist with administrative tasks, special projects, communication preparation, scheduling support, document organization, and other duties that support the effective operation of the Superintendent’s office.
• Attend school events as requested by the Superintendent or school administration.
• Support enrollment events, admissions events, and other school activities as assigned.

Education

Bachelor’s degree preferred. A degree or background in education, school administration, communications, Spanish, ministry, or a related field is beneficial.

Experience, Skills, and Abilities

• At least 2–3 years of applicable experience preferred.
• Experience in a school, admissions, registrar, administrative, ministry, or family-facing role preferred.
• Experience with FACTS or other school information systems preferred.
• Bilingual English/Spanish communication skills preferred.
• Fully embrace the vision of Summit Christian Academy and strive for excellence in furthering the school’s mission.
• Demonstrate knowledge of and commitment to a Biblical worldview approach to learning.
• Demonstrate a high level of commitment to Christian education.
• Possess excellent written and verbal communication skills.
• Demonstrate strong customer service, relational, and interpersonal skills.
• Maintain a high level of confidentiality with student, family, and school information.
• Demonstrate strong organizational skills, attention to detail, and follow-through.
• Be able to manage multiple priorities and complete work assignments with frequent interruptions.
• Demonstrate computer literacy, including proficiency with word processing, spreadsheets, email, internet tools, and presentation software.
• Be willing and able to learn school-specific software and systems.
• Exercise sound judgment, initiative, professionalism, and discretion.

Physical and Environmental Demands

Physical and environmental demands include, but are not limited to, walking, standing, sitting, stooping, manual operation of office machines, occasional lifting up to 20 pounds of office supplies or event materials, reaching, kneeling, understanding speech, and speaking clearly.

Comprehensive Benefit Package Includes

• Medical
• Dental
• Vision
• Flexible Spending Account
• Term Life
• 403(b) retirement plan
• Paid Time Off
• School holidays
• Maternity and parental paid leave
• Tuition benefits for qualified dependents

The Assembly employs, advances, admits, and treats in its employment and educational programs all persons without regard to race, color, national origin, sex, age, disability, status as a veteran, or genetic information. Women, minorities, and veterans are encouraged to apply.