Student RecordsParent Coordinator

Student Records/Parent Coordinator

VOICE Charter School ( is an elementary and middle school located in Long Island City Queens that serves about 650 students across grades K-8. We are located just minutes from Manhattan (two stops outside of Manhattan on the F N and W train lines) and Long Island Citys growing waterfront district thriving arts community and rapid residential growth. We are looking to identify extraordinary educators and administrators committed to urban education who wish to join a dynamic professional learning community.

Our mission is to create a safe and healthy learning environment that will nurture motivate and challenge all of our children to achieve the highest level of academic excellence and to develop into mindful responsible contributing participants in their education their community and the diverse society in which we live.

What makes VOICE different

At VOICE its not just about the music. Its about the people.Its about what you can be. Its about using your passion. Its about relationships. Its about having the opportunity to choose. Its about caring enough. Its about each individual child and adult.

We believe in efficacy.At the core of our academic culture is the idea that all students are capable of doing well in any discipline. At VOICE all students will learn being smart is not something that you are it is something you become. At VOICE you will be pushed to become more.

We support and develop the effectiveness of our teachers.We believe that teachers need time to collaborate to build their practice so we provide our team with over two hours of planning time a day as well as additional days for collaborative thought partnership and planning during the school year.

We promote participation in music and the arts.As music and art help develop problem solving and critical thinking skills and open childrens imaginations all VOICE students participate in and learn from daily activities in the arts including rigorous choral training. We design our arts-integrated curriculum to bring joy and wonder to the lives of our children providing them with the skills necessary to forge their own path.

All Staff at VOICE:

• Love and nurture all of our students as they become deeply caring and responsible individuals;
• Take personal responsibility and work collaboratively to ensure that all students achieve and grow understanding that the performance and progress of our students is directly under our control;
• Ask questions and empower students to exercise curiosity and wonder about the world around them;
• Hold themselves to the highest standards;
• Push and support themselves their students and their colleagues
• Proactively seek and incorporate feedback;
• Help each individual child gain the opportunity to choose what his or her future will be.

Student Record Management

1. Support in maintaining current and accurate student records across multiple systems and processes which may include but is not limited to: paper and electronic records student lottery student attendance student retention and attrition data.
2. Generate data reports from PowerSchool ATS and Salesforce as may be requested
3. Implement processes around departing students including discharging their records and sending them to their new schools
4. Process student records requests on behalf of employees parents and third party providers in accordance with FERPA policies and guidelines
5. Request records on behalf of incoming students as needed
6. Ensure sensitive documents are securely stored and disposed of and when applicable transmitted to approved staff
7. Work with school nurses to ensure we have up-to-date medical info on our students
8. Monitor student data for student withdrawals and coordinate with the NYC DOE office of home instruction and hospital schools when students are hospitalized and/or home-bound for extended periods of time
9. Coordinate with school division leadership around compliance with immunization requirements and ensure organization-wide record keeping related to immunizations is timely and accurate.

Application Registration and Student Logistics

1. Responsible for lottery application creation support and data entry processes
2. Support in maintaining enrollment records which may include but is not limited to assisting with the creation of new classes before the beginning of each year inputting and updating new student data on various student information systems
3. Tracking pending departures and possible holdovers
4. Support the success of new student registration event logistics by updating and preparing forms; coordinate event helpers as needed performing quality assurance on the records; following up with parents/guardians/families
5. Serve as a point of contact for parents/guardians/families of registering students tracking and following up around pending documentation answering questions and providing general support
6. Prepare enrollment data for presentation to Board and leaders by updating dashboard tools as students are registered and others drop out
7. Maintain the admissions waitlist and pulling from it as directed for backfill needs and notifying appropriate staff whenever an opening is backfilled or a student discharges
8. Administer the student MetroCard program in compliance with OPT and MTA guidelines including issuing and replacing MetroCards for eligible students
9. Assist with yellow bus program including all OPT aspects

Attendance Grading and Assessment

1. Ensure student attendance records are properly updated each day follow up on missing class attendances and code absent and medical notes properly in the appropriate information system
2. Generate up-to-date student attendance records upon request monitor and flag chronic absences
3. Assist with printing/scanning of assessment bubble sheets on ATS for NYS exams
4. Run specific ATS and SalesForce reports on student characteristics
5. Assist with the report card generation and archival process
6. Assist with Performance In Doubt (PID) notifications
7. Respond to compliance-related attendance and demographic data requests
8. Assist with summer school and summer assessment process

Team Support

1. As member of the Operatons Team provide support for student-facing and other pedagogical tasks to ensure successful school operations which may include but not is limited to supporting/covering reception bussing arrivals other student-facing school ops tasks
2. May be assigned to special projects and provide back-up support to other teams and/or school events as may be needed to ensure school operations run smoothly
3. Provide back-up translation and interpretation services as may be needed

Knowledge Skills and Abilities

• VOICEs mission vision values and culture
• Effective skills in self-management including but not limited to meeting deadlines effective prioritization of tasks self-organization managing up and efficient time and task managementAbility to gather and analyze data using defined and differentiated processes
• Tact and sensitivity including but not limited to adhering to confidentiality obligations such as mandated reporting as part of child protection
• Ability to build strong and effective collegial relationships as part of an interdisciplinary team of educators and administrators
• Ability to build warm individual relationships with students
• Ability to communicate and build relationships effectively and appropriately with diverse range of individuals including but not limited to current and prospective students and families colleagues and external partners
• Staff-Wide Competencies for Coordinators:

Effective self-management including but not limited to:

Prioritizes time and tasks effectively; Builds relationships with others; Practices continual self- development; Demonstrates effective problem solving; Exercises complete ownership over tasks;Takes initiative; Navigates ambiguity with ease

Effective project management including but not limited to: Manages up Proactively engages clients and consultants; Reflects on and incorporates feedback; Engages in thoughtful strategic and creative envisioning; Exercises complete ownership over projects; Delegates and holds project helpers accountable for results; Focuses on product and process

• Content-specific:Strong abilities in multi-tasking prioritization and large project management

Behavioral Characteristics

• Wonder care and efficacy
• Commitment authenticity and passion
• Critical thinking including communication analytical and strategic strengths
• Constant learning including resilience and perseverance
• Strong sense of personal responsibility including discipline self-accountability self-initiative Sensitivity to environment including humility empathy and kindness

Position Qualifications

Educational Background and Work Experience

• Bachelors degree from an accredited college or university preferred. High School Diploma required.
• Preferred:1-2 years of experience working in an office environment preferred
• Preferred:1-2 years of administrative and/or data management experience preferred
• Preferred:Intermediate experience in Microsoft Excel ATS Salesforce or Access preferred

Please note: All offers of employment are contingent upon the employee meeting all prerequisite job qualifications by the first day of employment.

Compensation and Benefits:Compensation is competitive and based on experience. We offer a comprehensive benefits package including participation in a pre-tax commuter benefits program and partial reimbursement for monthly commuting expenses gym reimbursement cultural enrichment reimbursements participation in the 403B retirement program and many opportunities to get to know your VOICE colleagues!

VOICE Charter School is an Equal Opportunity its employment decisions VOICE does not discriminate on the basis of an applicant or employees race color religion sex gender gender identity or expression sexual orientation age national origin disability veteran status unemployment status or any other status protected by law.

Required Experience:

IC