Description

ASSIGNMENT DESCRIPTION: The Student Information System (SIS) Coordinator provides administrative and technical support for the District's Student Information System (SIS), including WESPaC and related applications. This position is responsible for maintaining, enhancing, and supporting the stability, integrity, and functionality of the District's student information systems and associated processes.

The SIS Coordinator oversees the collection, management, tracking, validation, and reporting of student data across the District, including the preparation, accuracy, and timely submission of required reports to the Washington State Office of Superintendent of Public Instruction (OSPI) and other regulatory agencies. The position requires a high degree of accuracy, confidentiality, organization, analytical thinking, and problem-solving to support research, planning, implementation, troubleshooting, evaluation, and continuous improvement of student information systems, business processes, and compliance with applicable federal, state, and District requirements.

ESSENTIAL DUTIES AND RESPONSIBILITIES: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Provide administrative and technical support for the District's Student Information System (SIS), including Skyward Qmlativ, Family Access, Student Access, Administrative Access, Portal Access, and related applications.
• Serve as the District's primary resource for Student Information System (SIS) support by responding to telephone, email, and help desk requests, troubleshooting system issues, and providing technical assistance to district and school staff.
• Monitor, validate, and maintain the accuracy, integrity, and completeness of student information and related data, coordinating with school and district staff to identify and resolve discrepancies.
• Maintain the confidentiality and security of student, personnel, and district information in accordance with applicable federal, state, and District laws, regulations, and policies.
• Serve as the District liaison with the Northwest Regional Data Center (NWRDC), Skyward, OSPI, and other external agencies regarding Student Information System operations, technical support, and state reporting.
• Administer user security within the Student Information System, including creating and maintaining user accounts, assigning appropriate security roles and permissions, managing staff access changes, deactivating accounts, resetting passwords, and serving as the District's Educational Data System (EDS) Security Manager.
• Manage student enrollment reporting processes, including P-223, P-223H, Alternative Learning Experience (ALE), P-210 Adjusted Cohort Graduation Rate, Youth Re-Engagement reporting, Civil Rights Data Collection (CRDC), and other required state and federal reports.
• Ensure accurate and timely submission of CEDARS data by monitoring reporting, identifying and communicating errors, providing guidance to district staff, and coordinating corrections to maintain compliance with OSPI reporting requirements.
• Assign and maintain State Student Identifiers (SSID) through the OSPI Educational Data System (EDS), process SSID merge requests, and ensure synchronization of student identifiers within the Student Information System.
• Manage online enrollment and electronic forms within the Student Information System, including new student enrollment, annual student information verification, family address changes, and other district forms and workflows.
• Maintain district course curriculum records, state course codes, calendars, grading structures, attendance, discipline, fee management, enrollment, withdrawal, and other system code tables in accordance with OSPI requirements and District procedures.
• Support school registrars and district staff with student enrollment, records management, records retention, data cleanup, and maintenance of student demographic, guardian, emergency contact, and historical records.
• Oversee annual Student Information System Year-End and Year-Start processes for all schools and ensure successful system transitions for each academic year.
• Generate, analyze, and distribute student data reports to support instructional programs, district operations, compliance reporting, administrative decision-making, and state and federal reporting requirements.
• Provide training, guidance, and technical support to district staff in the effective use of the Student Information System and related applications, including developing and delivering user training and communicating system updates and best practices.
• Participate in ongoing professional development related to Student Information Systems, state reporting requirements, and applicable technologies to maintain current knowledge and ensure compliance.
• Assist with district business operations, including fee management, food service system support, telephone directory maintenance, district calendar coordination, and other operational functions as assigned.
• Assist in developing work schedules, calendars, and operational procedures for assigned support staff as directed.
• Serve as secondary support for District Office reception and public inquiries as assigned.
• Serve as a member of the Superintendent's District Leadership Team and participate in district committees, planning activities, and continuous improvement initiatives.
• Perform other related duties as assigned consistent with the responsibilities of the position.
   

Required Knowledge, Abilities, and Skills

Knowledge of:

• District policies, procedures, and practices related to student records, data management, confidentiality, information security, and access controls.
• Public school operations, including the roles of staff, students, programs, and services that support student achievement and district operations.
• K-12 student data tracking, accountability, enrollment, reporting requirements, and compliance processes.
• Federal and state laws, rules, and regulations governing student information, including FERPA, OSPI reporting requirements, CEDARS, and other applicable compliance requirements.
• Student Information Systems (SIS), including WSIPC/WESPaC, relational databases, system administration procedures, data integrity practices, and related educational technology applications.
• Student enrollment, scheduling, grading, attendance, discipline, graduation, and student records management processes.
• Data collection, validation, analysis, reporting, troubleshooting, and quality assurance processes.
• Operational analysis techniques used to evaluate workflows, identify data issues, and improve system functionality.
• District technology systems, software applications, and integration processes supporting student data management.
• Federal program and grant-related data requirements, reporting processes, and recordkeeping requirements, as applicable.
• Principles and practices of customer service, user support, training, and technical assistance. recordkeeping requirements, as applicable.
  
  

Ability to:

• Interpret, apply, and explain district policies, state and federal regulations, and system procedures related to student information, reporting requirements, and data management.
• Analyze, validate, monitor, and maintain data accuracy, completeness, consistency, and integrity across multiple systems; identify discrepancies and implement corrective actions.
• Perform accurate mathematical and data-related calculations as needed for reporting and system processes.
• Analyze, troubleshoot, and resolve complex Student Information System issues; evaluate workflows and exercise independent judgment to improve system functionality and operational efficiency.
• Establish and maintain effective, collaborative working relationships with administrators, educators, support staff, families, vendors, external agencies, and diverse district stakeholders.
• Communicate clearly and effectively, orally and in writing, and provide training, technical guidance, and user support to individuals and groups with varying levels of technical experience.
• Organize, prioritize, and manage multiple projects, deadlines, and reporting requirements while maintaining accuracy and attention to detail in a high-demand environment.
• Understand and follow complex written and verbal instructions, technical documentation, and regulatory guidance.
  Effectively use and support evolving technology systems, applications, and software platforms; collaborate with vendors and technical support resources as needed.
• Maintain confidentiality, ethical standards, and professional discretion when handling sensitive student, family, personnel, and district information.
• Demonstrate cultural competency and respect for diverse students, families, staff, and community members.
• Adapt to changing technology, reporting requirements, and district priorities while maintaining effective service delivery.

Skill in:

• Managing and supporting Student Information Systems and related educational technology applications.
• Data entry, verification, analysis, reporting, and database maintenance.
• Troubleshooting technical issues and identifying effective solutions.
• Providing user support and delivering training to individuals and groups.
• Developing and maintaining collaborative working relationships.
• Clear, professional oral and written communication.
• Organization, prioritization, project management, and time management.
• Using Microsoft Office applications (including Word, Excel, and Outlook), internet-based systems, databases, and related educational technology tools.

Requirements

QUALIFICATIONS: 

EDUCATION and/or EXPERIENCE

Required:

• Bachelor’s degree in Business Administration, Educational Administration, Information Technology, Data Management, or a related field; or an equivalent combination of education, training, and relevant experience.
• Experience working with student information systems, databases, data reporting, or related technology systems.
• Successful completion of district-required training before performing assigned duties.
• Ability to maintain confidentiality and comply with applicable laws, regulations, and district policies regarding student and personnel information.
• In-district applicants must be able to report to this position within five business days of being hired.

Preferred:

• Five (5) years of successful experience in public education, student information systems, database management, data reporting, or related administrative technology functions.
• Experience with WSIPC/WESPaC, Skyward Qmlativ, OSPI reporting systems, and K-12 data management processes.
• Demonstrated leadership qualities, including the ability to innovate, build trusting relationships, collaborate effectively, and model integrity and professionalism.