Executive Assistant & District Registrar - Vacancy ID: 274436

About Whitnall School District

Whitnall is a district on the rise. With strong community backing, as shown by our recently approved referendum, we are entering an exciting phase of facility enhancements, learning environment upgrades, and programmatic improvements. Much of this work began this past spring, setting the stage for a transformed school experience in the years ahead.

Additionally, Whitnall has launched a new strategic plan that provides clear priorities for student learning, instruction, culture, engagement, and operational excellence. Whitnall is a unique school district that is proud to serve approximately 2,500 students in the Village of Hales Corners, part of the City of Greenfield, and part of the City of Franklin. 

Executive Assistant & District Registrar

Executive and Board Support

Board of Education & Public Governance Support

• Compiles, formats, publishes, and distributes public board meeting agendas, resolutions, supporting documentation, and board packets in full compliance with state open meeting     laws.
• Attends all regular and emergency board meetings, and policy committee meetings; takes, transcribes, and maintains official minutes and voting records.
• Manages, updates, and archives District Board Policies and Administrative Guidelines, ensuring public access via the district platform.
• Coordinates legal notices, elections filings, public hearings, and official board correspondence.

Superintendent Support & Central Office Operations

• Controls and manages the Superintendent’s schedule, prioritizing appointments, administrative meetings, and campus visits.
• Serves as the primary point of contact for parents, staff, and community members; resolves routine concerns or routes critical issues to appropriate administrative staff.
• Handles, for the Superintendent and Board of Education, travel arrangements, conference registrations, expense reports.
• Manages confidential files related to personnel, and legal matters, assisting with records requests, while ensuring compliance with records retention policies. 
• Provides back-up front desk support at the District Office, as needed. 

District Registration, State Reporting & Open Enrollment

Student Registration & Onboarding (K4–12)

• Manages centralized online student registration (K4–12) via Infinite Campus (IC), processing all student admissions and withdrawals district-wide.
• Approves and uploads verified Residency Affidavits and Caregiver Forms to Infinite Campus, notifying relevant staff upon approval.
• Approves tuition waiver forms, distributes copies once approved to parents/guardians, and forwards required documentation to resident school districts, as well as the Department of Public Instruction (DPI) for Alternative Year Tuition Waivers.
• Assist parents with Infinite Campus parent portal navigation and registration inquiry and requests.
• Manages 4K AM/PM section assignments and handles all parent communications regarding placements.
• Creates and assigns district student fee structures in Infinite Campus, maintains and communicates fee structures for student supplies, Chromebooks, and paid bussing, in coordination with transportation, while managing fee exemptions in alignment with Free and Reduced Price Meal statuses.

State Reporting & Data Management (WISE / Infinite Campus)

• Oversees the district’s EdFi connection between Infinite Campus and DPI; manages the WISE data portal, resolves data errors, and maintains the official WISE School Directory.
• Verifies staff and student information in Infinite Campus prior to loading data into WISEdata.
• Manages official state enrollment counts and snapshots, including, but not limited to, the pupil membership Third Friday in September count and Second Friday in January count.
• Serves as Infinite Campus support for staff. 
• Collaborates with the district data team for management of Infinite Campus, and coordination of CDRC and other state and federal reporting as needed. 
• Attends in-state conferences for professional learning. 

Open Enrollment (OE) & OPAL Management

• Manages the full lifecycle of open enrollment applications, including processing forms, tracking timelines, and issuing official acceptance/denial notifications.
• Oversees and updates the Open Enrollment Application System (OPAL) and maintains the district’s internal tracking spreadsheets.
• Verifies OPAL September and January counts for Open Enrollment In & Out students.
• Sends Open Enrollment (OE) application reminder emails to all families on Tuition Waivers.