Registrar

Type: Independent contractor, hourly Rate: $30/hr Hours: 10–15 hrs/week, with more around semester starts (August and January) Location: Remote (Texas-based strongly preferred) Reports to: Head of Academics / Dean of Parents About Texas Sports Academy Texas Sports Academy (TSA) is a growing network of sports-focused private schools across Texas — volleyball, flag football, baseball, and online. Our families transfer in from public districts, charters, private schools, and homeschool programs, and many of our student-athletes are on NCAA eligibility tracks. Clean, fast student records are a core part of our product. The Role You will own the  [email protected]  inbox end-to-end. Every enrollment generates a records chase: transcripts, report cards, immunization records, athletic physicals, and accommodations documents coming in from parents and sending schools — and outbound requests going the other way. We want one accountable person who makes this fast, compliant, and invisible to families. This role is communication-heavy. You’ll be writing to parents, district registrars, and our team all day - so you need to be an excellent communicator: clear, warm, fast, and professional in every email. You’ll work alongside an AI agent that handles first-pass classification, filing, tracker updates, and draft replies. Your job is the judgment layer: FERPA-sensitive releases, signatures, credit-transfer escalations, and anything unusual. What You’ll Do Inbound records Manage [email protected] inbox Receive, verify, and file transcripts, report cards, and prior records from parents and sending schools Confirm immunization records meet Texas requirements for enrollment Intake accommodations documents (FIE reports, dyslexia evaluations, 504/IEP records) and route them to our academics team — with strict confidentiality Log every document against the student’s enrollment checklist Outbound requests Request records, shot records, athletic physicals, and VOE from prior schools Get signed parent release forms so requests meet FERPA requirements the first time Use TREx for Texas district transcripts and Parchment where applicable Follow up on every open request every 5 business days until closed Communication Answer parent questions the same day: “Did the transcripts arrive?”, “What do you still need from us?” Route credit-transfer questions to our college counselor — you flag, the counselor rules Keep our team informed on any enrollment blocked by missing records Compliance Handle every record in line with FERPA — release authorizations, confidential storage, need-to-know routing Make sure official transcripts are complete and ready for NCAA eligibility work Help improve our records playbook (checklists, templates, forms) as we open new campuses An excellent communicator — clear, warm, and fast in writing, with parents and school staff alike 2+ years in a registrar, records, or enrollment role at a Texas school Working knowledge of TREx and how Texas districts handle records requests Fluent in FERPA — you know when a signed parent release is needed and how to get one fast Familiar with Texas immunization requirements for enrollment Extremely responsive and organized — parents email this inbox nights and weekends before school starts Comfortable working with AI tools: reviewing agent-drafted replies and correcting them Bonus: private-school transfers, NCAA Eligibility Center submissions, or Parchment experience