Position Type: Administrative Support/Clerical/Administrative AssistantDate Posted: 10/19/2023Location: Kalamazoo Covenant AcademyDate Available: ASAPClosing Date: 11/02/2023District: Covenant Academies Foundation - website
Job Description Position: Enrollment/Data Specialist Reports to: School Leader Location: Kalamazoo Covenant Academy, 400 W. Crosstown Parkway, Kalamazoo, MI Salary: $38,000-$40,500/year
General Description: The Covenant Academies Foundation operates year-round charter high schools offering a traditional high school diploma to dropout and at-risk students ages 15-22. This position plays an integral role in the support of the academy administration and is primarily responsible for both the proper enrollment of every student and the integrity and smooth operation of the school's Student Information System (PowerSchool). The Enrollment/Data Specialist directly enrolls students and collaborates with various local and state agencies to secure relevant information and submit required forms. The Enrollment/Data Specialist also manages PowerSchool including running queries to extract information, coordinating data reporting to the state, ISD, and other stakeholders. This position also serves as the primary contact person and liaison between the School Leader and students, teachers, parents, staff and the community; provides students, parents, staff and the public with information through a wide variety of administrative services directly supporting the educational environment.Primary Responsibilities: Data Specialist - Has knowledge and experience with PowerSchool SIS and state reporting systems
- Handle yearly processes, e.g. set up of new school year, roll over, close out school year, graduate students, create class, etc.
- Coordinate with other staff to complete projects, including pulling reports
- Provide assistance in all areas of student information, developing attendance reporting formats, grade reporting, registration and scheduling, discipline reporting, test reporting and enrolling and withdrawing of students into the software system, etc.
- Work directly with teachers in the use of electronic gradebook system, including training, Conduct advanced searches and queries and support special requests from the administration or faculty
- Collect and complete the required data for the state reports; and prepare all administrative reports for MDE/ISD uploads
- Manage and prepare all academic reports, including progress reports, report cards, regular academic progress updates
- Train and orient new users and support all users
- Ensure accuracy of data and troubleshoot problems with the database, including data validation errors
- Compiles and maintain attendance accounting data for all regular and special programs for the academy
- Audits and reviews enrollment and attendance data provided by school staff for the computation of average daily attendance
- Prepares a variety of regular and special reports related to pupil attendance, class size, and other current or historical data as required by the state and county and for district planning and information purposes
- Creates and submits data files for pre-identification for all required state and federal assessments
- Assists in developing automated systems to support attendance accounting
- Generates and transmits pupil accounting data as required by MDE for the purposes of maintaining local, state and federal compliance
Enrollment - Organizes and schedules initial meetings between the School Leader and potential new and re-enrolled students
- Handle initial processing of all enrollment and data entry of enrollment forms
- Inform staff of all new and re-enrolled students
- Handle registration processing, forms, documents and records, and related information for formal student registration; as well as all related data entry
- Update student records in PowerSchool and manage data over course of student enrollment at the school
- Assist in establishing and updating permanent student files, the transfer of records and closing out of graduate files
- Provide enrollment reports and support special reporting requests
- Verifies student tardiness and early dismissals as necessary
- Responsible for collecting immunizations records and state reporting
Administrative and Academy Support - Answers and responds to phone calls in such a way that callers feel welcomed and valued; welcomes visitors and guests
- Receives and sends, faxes, mail, emails as applicable
- Responds to questions from a variety of internal and external sources (e.g. staff, other educational institutions, the public, parents and students, etc.) for the purposes of providing information and/or direction
- Supports staff in clerical, administrative and organizational matters
- Prepares standardized documents and reports (e.g. form letters and memos, calendars, and periodic reports, etc.) for the purposes of communicating information students, parents, and other stakeholders
- School activities - Required to attend and participate in such other activities as directed by the School Leader and/or Supervisor of Academic Progress such as: staff meetings (before or after school hours), assessment windows, open houses, graduations (2 per year), etc.
- Acts in accordance with the professional duties and directives and meets administrative and mission expectations as set forth by the School Leader
- Has read and agreed to abide by the policies, directives, and guidelines as stated in all Covenant Academies Foundation manuals pertinent to the position
- Stores and administers student medication
Essential Skills and Abilities - Must possess servant leadership qualities and demonstrate excellent customer service skills, both in verbal and written formats, to all stakeholders
- Ability to understand the needs of dropout, homeless and youth with extreme barriers that the academy serves with sensitivity and compassion
- Ability to work with diverse youth from various backgrounds without bias or prejudice
- Maintain professional boundaries and be a positive role model
- Work independently with little supervision
- Ability to work collaboratively with all stakeholders
- Receptive to professional learning on a regular basis
- Ability to embrace change and adapt to ensure excellent student outcomes and growth
- Ability to impact student achievement through mentoring, motivation, and monitoring practices
- Exhibits punctuality
- Follows the dress code as stated in the employee manual
- Ability and willingness to occasional travel to other campuses
- Exceptional attention to detail
- A growth mindset with the ability to problem solve and multi-task in a deadline driven environment
- Knowledge of student medication management
Qualifications - Associate's Degree in business, accounting or related field (Bachelor's Degree preferred)
- 2 years preferred experience managing PowerSchool SIS
- Background in database management.
- Ease and experience with internet, emails, and proficient typing abilities
- Preferred to have experience with: Microsoft Office Suite (Excel proficiency), Google Admin, PowerSchool Enrollment, Adobe, SchoolMessenger
- Prefer experience working with dropouts, homeless or at-risk youth
- Valid Driver's License
- Must be able to pass a background check
- Excellent oral/written communication skills
- Passion for working with at-risk youth in a blended learning setting
This job description is a summary of the responsibilities, duties, knowledge, skills, experience, abilities and qualifications associated with this position. It is not an exhaustive list and may be changed at any time. Covenant Academies Foundation is an equal opportunity employer and will not discriminate against any otherwise qualified employee or applicant for employment with respect to hire, tenure, terms, conditions or privileges of employment because of race, color, religion, national origin, age, sex, height, weight, marital status, disabilities or other legally protected status.Attachment(s):
- Enrollment_Data Specialist (9).pdf