Registrar

About this role

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
Requirements

• 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