Database/Office Coordinator

CATEC

2017-18 School Year

GENERAL DEFINITION OF WORK

Manages CATEC’s student information system (SIS) and provides training and support for users of the SIS; coordinates student attendance internally with CATEC faculty and administration as well as externally with CATEC’s secondary feeder schools; and provides reception, technical, and clerical support for the Director and Assistant Principal.

ESSENTIAL FUNCTIONS

The minimum performance expectations include, but are not limited to, the following actions:
- Oversees the school’s student database, the PowerSchool student information system (SIS), including data entry, validation, reporting, and storage;
- Takes initiative to research, on PowerSource or on other appropriate platforms, the most efficient way to perform tasks or to learn new, useful tasks in the database
- Runs crucial annual processes in the database: the End of Year Process as well as the beginning of year set-up, which includes setting up the master schedule, grading calendar, and attendance calendar for the new school year;
- Writes queries in the database to obtain data and statistics as requested or as required to complete reports;
- Develops reports within PowerSchool;
- Meets school division and school building deadlines for processing and reporting student data;
- Generates division reports: e.g. Gap Group Data, Program Enrollment, and Enrollment Audit;
- Completes and submits state reports: MSC Fall, SEDF Fall Verification, MSC EOY, SEDF EOY Verification, DCV, and ERA Verification; 
- Collects and shares CTE testing data to appropriate feeder school or division personnel to complete the CTECC state report
- Sets up courses and schedules course sections;
- Updates and maintains gradebook standards (CTE competencies as published in the state’s CTE resource center, Verso)
- Enrolls students, transferring them out or to another school when appropriate
- Stores students’ historical grade records in the database, updating records when a grade change occurs;
- Exports and sends grade reports to the appropriate feeder high school contacts, including the schools’ database coordinators;
- Supplies data, when appropriate, to fellow staff members as requested in support of their tasks;
- Requests system updates or maintenance to CATEC’s PowerSchool server from the appropriate Albemarle County Public Schools DART contact;
- Troubleshoots unexpected problems with the database by requesting help from a PowerSource agent or by reviewing PowerSource KnowledgeBase articles as needed;
- Develops and delivers staff-wide training for the SIS;
- Supports faculty users of the SIS by troubleshooting immediate problems and by providing individualized training or follow-up;
- Collects, enters, and maintains all student attendance data on a daily basis;
- Maintains communication with feeder high schools regarding student attendance and answers questions concerning students' attendance and attendance policies;
- Sets up daily attendance calls using SchoolMessenger;
- Provides frontline customer service to include: greeting visitors, determining their needs, and escorting them.
- Answers office telephone and responds appropriately to requests for information about all CATEC services, programs, and events;
- Serves as the building frontline technology troubleshooter, which includes maintaining a familiarity with various software, assisting administrative staff and faculty with software questions or training, troubleshooting software problems, placing trouble tickets in the Albemarle County DART, and informing proper officials of technical problems
- Seeks out and maintains a working knowledge of the feeder schools’ office procedures, those that are relevant to CATEC’s students, including but not limited to management of the database, registration procedures, and attendance policies;
- Creates student forms as requested from Director or Assistant Principal
- Prepares completer ceremony certificates & awards ceremony certificates for the high school CTE programs;
- Estimates number of cords, medals, and robes needed for completer ceremony based on count of completers, completers with distinction, and participants;
- Edits the completer ceremony bulletin for the high school programs;
- Updates the school-wide Outlook calendar with all notable dates from the ACPS division calendar, CATEC events, meetings, tours, instructor deadlines, and all other information that staff members should be made aware of;
- Assembles bulk mailings for the secondary programs including their contents: beginning of year packet, end of year packet, forms, progress reports, attendance letter, etc.;
- Maintains current and historical paper files, which includes grades, attendance, and disciplinary records; 
- Maintains various paper files for the high school office;
- Provides administrative assistance for the Assistant Principal as requested;
- Performs related duties as required.

KNOWLEDGE, SKILLS AND ABILITIES:
Considerable knowledge of database management, word processing, spreadsheets, import/export and mail merge, graphic image software, PC computers; application of computer principles and practices to solve user analysis and processing needs; knowledge of various computer software, office procedures, business English, spelling and math. Skills in troubleshooting software application problems; skills in editing, prioritizing, and time management; skills in the development and layout of marketing materials; skills in exemplary customer service. Ability to organize and plan work for self and others; ability to train computer users; ability to communicate effectively, orally and in writing; ability to maintain effective working relationships.

EDUCATION AND EXPERIENCE:
Must possess a high school diploma or equivalent with technical/post-secondary training preferred. Experience working with PowerSchool school database systems preferred. 

PHYSICAL CONDITIONS AND NATURE OF WORK CONTACTS:
Work is performed in an office setting primarily sitting at office equipment, with occasional walking throughout the school building. Lifting and carrying of objects weighing up to 50 pounds is required. Frequent operation of microcomputers, printers and a variety of office machines is required. Daily contact is made with school administrators, teachers, students, parents, and the general public.

Visit CATEC.org/careers for more details. 

EVALUATION
Will be evaluated annually on the ability and effectiveness to carry out the above responsibilities as outlined.