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Assistant Director of Enrollment & Records - (Immediate Opening)

School Year: 2022-2023
Location: Headquarters-Rio Grande Valley
Region: Headquarters - Rio Grande Valley, TX
Category: Operations
Job Type: Full-Time

Description

 Role Mission: The Assistant Director of Student Enrollment and Records is responsible for the design and overall management of the enrollment verification and records processes at IDEA Public Schools. The Assistant Director will partner with the Director of SIS (Student Information Systems) Operations to ensure that regional and campus-based SIS Coordinators and Registrars effectively implement the enrollment verification and records processes with fidelity. In pursuit of that mission, the Assistant Director will directly supervise and matrix manage staff, partner with organizational stakeholders, design district processes and the accompanying procedures to execute them, create training, and develop tools to track the efficacy of those processes. Some of the processes owned by this role include: student records management, student transfers, withdrawals, student data accuracy, Economically Disadvantaged coding, student enrollment verification and Student Records System Administration. You will manage, through layers and partners, the SIS campus and regional teams (more than 150 full time staff in four states; Texas, Louisiana, Florida, and Ohio) to drive quality within your team’s efforts to ensure regulatory, statutory, and contractual compliance across all regions.

 

This is a full-time national position that will manage at least one staff member and support four states (Texas/Louisiana/Florida/Ohio). Preference will be given to candidates who live in Texas, or who are willing to relocate. Monthly travel is required, the position will be a combination of remote and on-site work.

 

Compensation & Benefits

Salaries for people entering this role typically start between $60,569 and $72,683 commensurate with relevant qualifications and experience. This role is also eligible for a performance bonus based on organizational performance and goal attainment. 

 

Additionally, we offer medical, dental, vision, and supplemental benefits as well as retirement plans and a generous vacation package. You can find more information about our benefits at https://ideapublicschools.org/careers/benefits/.

 

* IDEA may offer a relocation stipend to defray the cost of moving for this role, if applicable.

 

Required skills/Responsibilities

  • Experience with student information systems and state required portals
  • Business Process Engineering
  • Project and people management skills, preferably one to two years’ experience
  • Expert of Microsoft Office applications, especially Excel or other data analytics software
  • Experience developing tools to monitor process efficacy
  • Knowledge of PK-12 student records and enrollment, preferably in student registration processes and student data verification
  • Excellent organizational skills
  • Ability to collaborate and communicate effectively (verbally and in writing)
  • Ability to work collaboratively with other staff members in the district and with staff in other districts
  • Ability to manage and prioritize multiple critical projects, with competing timelines
  • Ability to engage stakeholders, end users, and partners in process improvement
  • Ability to research, plan, develop and present training resources
  • Demonstrate dedication, commitment, honesty, integrity, and good character

 

Required experience

  • Education: Bachelor’s degree required; Master’s degree preferred
  • Experience:
    • A minimum of three years in student information systems or similar role with a record of results
    • Experience in K-12 education administration
    • Experience with a student information systems and State portals; such as, PowerSchool, Skyward, JCampus, TSDS, DocumentLOK, TREx, F.A.S.T.E.R and various other state databases

Accountabilities:

 

100% of student enrollment data for new and returning students, and supporting documentation, is verified and in compliance with district and state guidelines

  • Develop, create, and implement processes to allow campuses to report student enrollment accurately while validating student data in compliance with district and state policies
  • Partner with Regional VPs of Operations, Regional Directors of Operations, Schools Team, and Academic Services Team to design, roll out, and execute student enrollment processes
  • Implement robust system enhancements, enrollment reconciliation processes and reporting mechanisms to maintain accurate student enrollment throughout the academic year
  • Develop training sessions and train regional and campus staff on effective processes to manage student enrollment verification and data accuracy
  • Develop strategic plans and training material with resources to train campus staff on compliance and accuracy of eligibility guidelines and age requirements for pre-k and kinder enrollment
  • Coach and develop regional and campus staff to support families with student enrollment questions for varying scenarios and compliance requirements
  • Lead the design and implementation of auditing tools to ensure student enrollment data accuracy and advises campuses of anomalies with correction plans

 

100% of student records are collected, reviewed, and protected according to records retention guidelines

  • Leads and partners with experts across departments to ensure alignment of data coding, data collection and utilization of such according to FERPA Guidelines
  • Develops, implements, and improves processes so that campus SIS and Registrars request, receive and store student records
  • Develop or improve and implements robust system enhancements, record reconciliation processes and reporting mechanisms to maintain accurate student records throughout the academic year
  • Develops training sessions and train campus staff on effective processes to manage student records
  • Applies internal parameters and serves as a liaison with neighboring districts to mobilize record collection to meet state guidelines
  • Works with state agencies to improve the speed of record requests and collection
  • Manages Student Records as Systesm Administrator and E-file system access

 

95% average customer service satisfaction

  • Communicate with school staff, administrators, and outside agencies to exchange information, coordinate activities, and resolve issues regarding SIS data and mandates 
  • Contribute, internally and with district partners, to a growing culture of analytics and compliance to ensure campus, regional, and national staff can troubleshoot and find root causes behind gaps and provide meaningful interventions to address identified root causes

 

100% campuses ready by the first day of school

  • Develop processes, train staff, tracks, and audits student data to ensure 100% of student enrollment data errors are eliminated by the first day of school
  • Leads efforts with Director of SIS Operations and Regional SIS Coordinators to ensure 100% of campus staff have access to student data and record systems
  • Develop and implement processes and tools to ensure campuses are prepared to report enrollment data accurately starting the first day of school

 

Ensure the highest standards of data compliance through quarterly audits with a 95% success rate by EOY (End of Year)

  • Develop training material and support to implement a coaching framework to ensure Regional SIS Coordinators and campus staff are equipped to maintain data integrity
  • Develops, trains and implement audit processes to ensure that Regional SIS Coordinators and campus staff report data consistently and accurately
  • Identifies tasks and timelines to ensure the timely completion of SIS assigned tasks and goals
  • Develop, in partnership with the Managing Director of SIS, vision aligned to SIS goals and responsibilities as the district expands into new regions
  • Serves as a lead and partner with other IDEA teams to define SIS enrollment and student records requirements
  • Research, develop, and train on, in collaboration with the Managing Director of Growth and the Director of School Launch Operations, differentiated strategies and practices that are fully compliant with individual state and county mandates in the most effective and efficient manner

 

Team goals

  • 100% Beginning of Year (BOY) Readiness tasks completed according to plans.
  • Design, develop, implement, track and audit New Student enrollment data verification and audit data to meet state requirements and policies
  • Develop and co-manage student transfers and withdrawals process in the organization
  • Creates tools to automate audit and data processes
  • 100% of student data accuracy by scheduled deadline  
    • 100% Potential Leaver exit codes updated
    • 100% registration and re-registration verification complete by due date
    • 100% School Enrollment Audit Errors Clear
    • 100% PK validation and age eligibility compliance
  • 95% of help desk tickets responded to within 24 hours and 100% closed within 48 hours.
    • Responds and closes Enrollment and Records Help-Desk tickets on Zendesk

Exemplify IDEA values

  • Show commitment to our mission, that all students can get to and through college  
  • Driven by outcomes and results and wants to be held accountable
  • Propensity for action, willing to learn by doing and improve in a fast-paced environment 
  • Thrives in a high-growth environment; is comfortable with self-direction and change 
  • Seeks and responds well to feedback, which is shared often and freely across all levels of the organization 
  • Works through and forges strong cross-departmental relationships to achieve outcomes 
  • When making decisions, considers effects on all stakeholders and prioritizes student and family needs

 

Diversity, Equity, and Inclusion

Click here to learn about IDEA’s Diversity, Equity, and Inclusion Anti-Racist and Anti-Bias commitment: https://ideapublicschools.org/dei/.

 

 

 

 

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