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.