Student Records and Data Life Supervisor

• Forbes named Mesa Public Schools in their list of 2024 Best Employers in Arizona.
• East Valley Tribune names Mesa Public Schools as Best Place to Work in East Valley for multiple years.

Full-time

Base Salary:

$67327.00

Class/Calendar:

C53-IS12 months

Benefits:

Vacation sick leave holidaysretirement matched through the Arizona State Retirement System health and life insurance

Performance Pay:

Available annually

New Hire Experience:

1% of the base hourly rate granted for each year of verified like experience (within ten years) beyond the requirement up to aten-year maximum

New Hire Education:

1% of the base hourly rate awarded for an AA or higher degree if not required for the position

Job Summary:

The Supervisor of Student Records and Data plays a pivotal role in the management and security of records and data for all students and staff of Mesa Public Schools. The Supervisor of Student Records and Data supervises the operation and direction of the districts Student Records office and team. The Supervisor of Student Records and Data also manages the districts data privacy and protection agreement processes with all vendors ensuring that student and staff data is collected processed and utilized in accordance with the districts legal agreements. This is accomplished through the oversight of the Arizona Data Privacy Alliance leveraged by Mesa Public Schools and other participating in-state districts charters and private schools. This position also serves as back-up to the Digital Learning Systems Specialist.

Key Responsibilities:

This section outlines the primary duties and key responsibilities required for this role detailing the essential tasks and functions necessary to perform the job successfully with or without reasonable accommodations.

Leadership & Strategic Planning

• Lead and supervise Student Records personnel fostering a collaborative and service-oriented team culture.
• Contribute to the development and implementation of the districts data governance framework and related policies.
• Lead initiatives to digitize historical records or transition legacy systems to cloud-based storage with appropriate encryption and security.

Records & Compliance

• Develop and maintain standardized operating procedures for records request fulfillment data entry and student transfers.
• Monitor and audit recordkeeping procedures at school sites to ensure ongoing compliance with federal state and district policies.
• Oversee the maintenance and organization of permanent student records and ensure compliance with Arizona State Library: Archives and Public Records - Records Management Division standards.
• Work with Legal Services for records retention of incidents and security footage.

Data Privacy & Protection

• Conduct internal audits and privacy impact assessments for digital tools in use.
• Maintain a district-wide inventory of applications handling Personally Identifiable Information (PII).
• Manage all stages of the data privacy agreement cycle (ensuring vendor agreements are sent signed processed and renewed).
• Build and maintain district and state resource registries for all approved data privacy agreements.
• Collaborate with the Arizona Department of Education and other organizations to support the use and growth of the statewide privacy alliance.
• Manage the AZ Alliances incoming payments transactions and budget to ensure resources are used effectively and efficiently.

Training & Support

• Manage and train consortium members in the use of the AZ Alliance Resource Registry.
• Design and deliver professional development to school-based staff on proper student records handling retention schedules and FERPA compliance.

System Administration & Support

• Coordinate with the districtsDigital Learning Systems Specialist for support of testing maintenance and launching of new learning systems features and updates
• Assist in the setup and rollout of new data integrations or plugins.
• Assists with other assigned duties as appropriate to the area of assignment and Mesa Public Schools.
• Engages with department leaders school administrators supervisors and staff to coordinate relevant processes gather feedback and participate in collaborative committees and groups.
• Focuses on continuous improvement by analyzing data evaluating systems and timelines and providing recommendations to refine procedures and strategies including conducting root cause analysis.
• Identifies and recommends ways to optimize the use of various systems collaborating with system representatives to explore updates and potential enhancements.
• Works with administration and staff to identify areas for increased efficiency and effectiveness within their scope of responsibility.
• Develops and executes both short-term and long-term goals for their assigned area.
• Stays informed on federal and state laws as well as best practices relevant to their area of responsibility.

Required Qualifications:

To be eligible for this position an applicant must meet the following required qualifications. Verification of these required qualifications is necessary.

• High school diploma
• Minimum 3 years of experience in student records management data privacy or information systems within an educational or government setting.
• Supervisory experience leading small teams
• Experience applying FERPA COPPA PPRA and other data privacy laws and policies in practice.
• Experience analyzing contracts managing data agreements and maintaining digital compliance.

Preferred Qualifications:

It is preferred that the applicant possess the following preferred qualifications; however the following qualifications are not required to be eligible for this position.

• Associates or bachelors degree in Education Information Systems Library Science Public Administration or a related field.
• Coursework or certification in data privacy records management or IT systems administration.
• Examples:
• Certified Information Privacy Professional (CIPP)
• Certified Records Manager (CRM)
• Google Workspace or Microsoft 365 Administrator Certification
• 5 years of progressively responsible experience in K12 data systems records compliance or digital learning systems.
• Supervisory experience leading small-to-medium teams in educational administrative or IT settings.
• Proven success collaborating with legal teams and state agencies on compliance or data governance initiatives.
• Experience training end users on complex systems and creating documentation or professional development content.
• Experience applying state student privacy (ARS 15-1042) and public records (ARS 39-101 to 39-161) laws in practice.

Skills & Competencies:

This section outlines the critical skills and competencies required to excel in this role enabling effective performance adaptability and consistent achievement of job responsibilities.

• Models the attributes and skills of the MPS Portrait of a Graduate.
• Demonstrates commitment to the MPS Promise that every student is known by name served by strength and need and graduates ready for college career and community.
• Ability to work well with diverse groups of people
• Strong verbal and written communication skills
• Strong attention to detail with the ability to manage multiple priorities and meet deadlines while working with frequent interruptions
• Ability to develop and execute both short-term and long-term goals

Work Environment & Physical Requirements:

This section outlines the work environment and physical conditions associated with this role. It includes information on whether the job involves working in an office classroom or other settings and if there are physical activities like standing walking or lifting.

• Requires patience and the ability to manage potentially stressful situations.
• Work is primarily performed in a standard office environment.
• Frequent travel to schools across the district.
• Occasional extended hours may be required.
• Frequent interaction with administrators school office personnel and department leadership.
• May be exposed to varying school site conditions including active office classroom and campus environments.
• Subject to frequent interruptions changing priorities and shifting deadlines.
• Primarily office-based with standard office equipment.
• Potential exposure to moderate noise levels typical of office environments.
• Ability to sit for extended periods.
• Frequent walking standing and light physical activity.
• Occasional lifting carrying and transporting (generally up to 25 pounds).
• Requires sufficient vision hearing and speech abilities.
• Ability to operate standard office equipment.
• Requires the ability to drive to various locations.
• Frequent use of hands for typing and handling documents.

Equal Opportunity Employer Statement:

Mesa Public Schools is an equal opportunity employer and complies with all applicable federal state and local laws regarding equal employment opportunity and anti-discrimination. The District strictly prohibits and does not tolerate discrimination against employees applicants or any other covered persons because of race color religion creed national origin or ancestry ethnicity sex (including gender pregnancy sexual orientation and gender identity) age physical or mental disability citizenship past current or prospective service in the uniformed services genetic information or any other characteristic protected under applicable federal state or local law.

Applicants and employees may contact Human Resources to request reasonable accommodations needed to perform the essential functions of this position.

Required Experience:

Manager