Description

POSITION SUMMARY : The School Database Coordinator’s role is to manage the operation, quality, integrity, collection, and storage of school data within the district student information system, and other school, state, and federal database systems. This includes providing ongoing leadership, training and support to end users (administration, teaching & agency staff, students, and families) to ensure effective and maximal usage of all school related database systems. This role champions innovation and continual expansion of the functionality and usage of school and state databases from year to year to support district and school goals. Responsible for integrating the district student information system with internal and external systems, developing queries and reports, providing data analysis and reports as requested, providing ongoing training and professional development to key stakeholders, and troubleshooting databases, third party applications, and database related software.

Essential Duties And Responsibilities

Database Operational Management

• In-depth knowledge of annual set up, maintenance, and utilization of Skyward student information system (SIS) pertaining to student data for all UCC schools K4 to 8th grade.
• Develop, maintain, and monitor all Skyward data systems, flows, and scripts as required.
• Installation, testing, and oversight of all district Skyward related data systems, hardware, personal computers, software, and related equipment.
• Maintains a high performing database environment that is accurate, efficient, robust, and well-maintained.
• Ensures student and school records are complete and include locally and state required data fields, as well as other key data fields to support effective utilization of the database across the district.
• Performs data entry to complete student and school records when needed.
• Creates, maintains, and manages gradebooks, attendance, report cards, reports, school schedules/calendar, and student data, and facilitates regular meetings with school administration and staff to ensure database alignment with curriculum, instruction, and district and school goals.
• Responsible for managing and maintaining all school database related functionality and integrations (teacher/student/family portal access, online registration, school notification systems, online forms, online payment systems, and third party programs and integrations with databases)
• Addresses issues that arise within school, district, state, or federal databases and works to resolve these errors efficiently, contacting technical support when needed or collaborating with school staff.
• Provides on call support for all database systems and associated software for all agency staff, teachers, administration, support staff, students, and families.
• Fulfill data requests pertaining to student data for various departments.
• Integrate and maintain data across data systems.
  
  

Database Integrity & Quality

• Coordinates with key school, agency, administration staff to promote database quality & accuracy, ensure proper data entry, collection, and management across all schools.
• Performs regular database quality checks to ensure the integrity of data entry across all schools, and the accuracy of data. Identifies and addresses any data quality issues in a timely manner.
• Forms and leads district data quality committee, coordinates, schedules and leads meetings to standardize data entry, security, training and access. Records, tracks, and documents all committee processes.
• Designs, develops, maintains, and controls the standards for database information and its usage; create and maintain database security, integrity, reliability and availability; monitor performance and capacity requirements.
  
  

Leadership

• Champions innovation and continuous expansion of functionality and usage of school, state, and federal databases from year to year. Actively advocates for data related innovation with school & district leadership.
• Facilitates meetings with key stakeholders to discuss how best to utilize data and database systems to more effectively support high quality instruction, support the school community, and meet district and school goals.
• Communicates regularly with school administration, building office staff, health center staff, enrollment staff, counselors, ELL/SPED staff, and other key users to keep all staff current on data entry procedures and processes, new functionality and integrations, and technology related to the student records database.
  
  

Professional Development & Training

• Provides clear direction, guidance, on call technical support, and continual training to all teachers, office staff, administrators, agency staff, and families on effective utilization of the district student information system.
• Connects with newly hired staff on a regular basis to ensure they have an understanding of how to utilize the student information system effectively for their specific job roles and responsibilities.
• Provides guidance and support to school families for how to utilize and access student database resources. Drafts communications promoting usage of family database portals regularly and facilitates parent training.
• Supports and trains all school staff and administration in effective utilization of local, state, and federal databases (WISE dash and WISE data) for their specific roles, data entry, and data processing
• Develops and maintains regularly updated written or video procedures and documentation to support the effective and efficient operation and usage of the database by all stakeholders.
• Anticipates yearly staff professional development needs regarding Skyward, and plans or budgets for all training in advance, and advocates for time within the monthly PD schedule for training.
• Seeks out and identifies personal professional development and training opportunities to help grow personal skill set and usage of data, data analytics, reporting, and database maintenance.
• Attend user group conferences and trainings for all school, state, and federal data systems.
  
  

Innovation and Ongoing Development

• Actively researches, evaluates, and stays abreast of new database related improvements, products, functionality, software, and 3rd party integrations to ensure ongoing innovation in database utilization across the district.
• Works with third party vendors providing software services to export and maintain student records information for use in their software applications (EduTrak/WordWare, School Messenger, Skylert, NWEA, Revtrak, and other digital programs)
• Supports the process of establishing and managing future third party integrations with Skyward to promote school data efficiency, and provides ongoing training and support for end users of these integrations.
  
  

Reporting

• Generates and provides all data based reports efficiently and accurately as requested by agency staff, school staff, administration, teachers, or families using school, district, state, and federal databases.
• Provides data and rostering information for local and state assessments, digital learning systems, lunch programs, communication platforms, state/federal data collection requirements (CRDC, P-EBT, etc), as well as any other school related systems, and ensures data is complete and accurate.
• Interprets data, analyzes results, and identifies trends within complex data sets using statistical techniques to produce ongoing reports for all school and agency stakeholders as requested.
• Manages, maintains, and troubleshoots all data related requirements for state and federal database and reporting systems to ensure accuracy of reporting (DPI, WISE dash, WISE data, CRDC, PEBT, etc).
• Has strong understanding of WISE systems (WISE Dash and WISE data) to reconcile data reporting issues and providing support and data to school teams and leadership staff.
  
  

Security & Access

• Administer & maintain login credentials, permissions, security, & access for all district, state, & federal databases
• Create logins for newly hired staff with the proper access, and remove access for staff that leave our district
• Maintain the security and confidentiality of and access to the data residing in district, state, & federal databases.
• Ensure district compliance with all data confidentiality regulations such as HIPAA, FERPA, COPPA, etc.
  
  

Qualifications

OTHER ASSIGNED TASKS OR RESPONSIBILITIES :

• Complete other duties as assigned by school administration and leadership when needed to support the UCC school and agency.
  
  

INDIVIDUAL YEARLY GOALS : To be developed every year based upon school goals. WORKING RELATIONSHIPS : Reports to and is evaluated by the Chief Academic Officer; works with all levels of school administration and all school office staff.

Education & Certification

• Associates, bachelors’ and/or masters’ degree in Information Systems, Information Technology, Computer Science, Computer Information, or a related field (or supplemental coursework/licenses/certification in Systems Analysis, Database Management and/or programming)
  
  

Experience

• 3 years student database management experience required, with experience in ongoing database maintenance, and student information reporting, preferably with Skyward SMS 2.0 as well as Qmlativ.
  
  

Knowledge, Skills, And Abilities

• In depth, hands-on knowledge of and experience with student database systems and student records, Skyward SMS 2.0, as well as Qmaltiv.
• Expertise in utilizing and managing student information systems independently.
• Proven experience with troubleshooting a student records database and providing ongoing support & training.
• Technical knowledge and experience navigating and utilizing WISE Data and WISE Dash.
• Expertise in using Excel (and/or Google Sheets) to perform data analysis tasks as requested.
• Experience with all Google based applications (Google Docs, Google Sheets, etc)
• Deep understanding of data analytics, database management and maintenance, data security.
• Comfort and experience training users and community members in a small and/or large group setting.
• Excellent interpersonal skills and comfort providing technical support and customer service to end-users.
• Oral and written communication skills.
• Completes tasks/responsibilities efficiently and with a high level of accuracy.
• Reviews and interprets complex technical information and analyzes situations to define issues and draw conclusions.
• Performs multiple, technical, highly complex tasks with the need to regularly upgrade skills to meet dynamic job conditions.
• Flexibility to independently work with others in a variety of circumstances.
• Ability to write programs and code in order to automate tasks and processes on our systems.
• Conveys technical information to nontechnical audiences.
• Team oriented, responsible, dependable, and possess a positive outlook.
• Energetic and thrives in a fast paced, multi priority environment
  
  

Personal Attributes, Beyond Skills Listed Above

• Self-motivated, directed and reliable individual who produces quality work
• Independent problem solver who troubleshoots and resolves issues as they arise.
• Absorbs new ideas/concepts quickly and applies them as necessary.
• Preserves confidentiality.
• Seeks knowledge and ongoing training opportunities to expand personal skill sets to meet the dynamic needs of the school, district, and agency.
  
  

Working Conditions

This position is in a shared office environment within a school where the noise level can be low to moderate at times. May occasionally be needed to provide database support during evenings or weekends when support is needed with grade entry, report cards, and other data-related tasks (very limited). Must be able to sit for long periods of time, stand, and walk up and down stairs. Reasonable accommodations may be made to help perform essential functions.