Data and Assessment Programs Coordinator

Gilroy Unified School District•Gilroy, CA

17h•Hybrid

About The Position

Under the direction of the Director of Educational Services, the Coordinator of Data and Assessment Programs plans, implements, manages, and evaluates the District’s comprehensive student data systems, state and local assessment programs, and accountability reporting structures to improve student achievement. The Coordinator oversees the District’s Student Information System (SIS), ensures compliance with all state and federal electronic reporting requirements—including reporting to the California Department of Education through the California Longitudinal Pupil Achievement Data System (CALPADS)—and coordinates the administration of statewide assessments. This position provides leadership in data governance, assessment administration, compliance monitoring, categorical program reporting, and continuous improvement cycles. The Coordinator collaborates with district leadership, site administrators, teachers, county offices, and state agencies to translate complex data into actionable strategies that improve student engagement, equity, and achievement.

Requirements

State and federal laws governing student assessment and data reporting.
CALPADS structure, reporting cycles, and certification processes.
Student Information Systems and assessment management platforms.
Accountability frameworks, including the California School Dashboard indicators.
Budget development and grant management processes.
Continuous improvement and data-driven decision-making models.
Database management principles, data validation processes, and reporting systems.
Advanced use of SQL, Microsoft Excel (including pivot tables and formulas), and Google Sheets for data analysis and reporting.
Principles of budget preparation and control.
Experience supervising and evaluating staff.
Ability to handle multiple projects with accuracy and efficiency.
Ability to communicate tactfully and effectively in English, orally and in writing.
Ability to maintain current in technology, hardware and software relevant to a school district environment.
Ability to establish and maintain friendly and cooperative relationships using tact and good judgment in dealing with staff, the public and outside vendors.
Ability to work independently, exercise initiative and good judgement.
Ability to multitask, function in a fast-paced environment with frequent changes.
Remain calm and pleasant under stressful situations.
Respond to requests and inquiries from the public.
Interpersonal skills using tact, patience, and courtesy.
Oral and written communication skills.
Record-keeping techniques.
Operate computers and peripheral equipment properly and efficiently.
Meet schedules and timelines.
Maintain various records related to work performed.
Work independently with little direction.
Communicate effectively orally and in writing.
Establish and maintain cooperative and effective working relationships with others.
Maintain regular attendance.
A.S/B.S. from an accredited college or university, or equivalent combination of education and experience.
Minimum of three years of experience in student data systems, assessment coordination, accountability reporting, or categorical program management, or equivalent experience.
Valid California Driver’s License with clean driving record.
Must reside within 45-minutes of the GUSD Administration Office.

Nice To Haves

Previous Supervisory Experience
Bilingual in English/Spanish
Five years of more of experience in student data systems, assessment coordination, accountability reporting, or categorical program management, or equivalent experience.

Responsibilities

Plan, coordinate, and administer all District assessment and accountability programs.
Develop and implement data-driven continuous improvement cycles aligned with District goals.
Align curriculum, assessment, accountability, and professional development initiatives.
Serve as District liaison to the California Department of Education, Santa Clara County Office of Education, and other state and federal agencies regarding assessment and data reporting.
Present reports, data summaries, and recommendations to the Board of Trustees and District leadership.
Support development of LCAP budgets and categorical programs.
Serve as District administrator for the Student Information System (Aeries or equivalent).
Oversee configuration and maintenance of enrollment, attendance, grading, discipline, course scheduling, and demographic modules.
Manage system security, user permissions, data integrations, and vendor coordination.
Oversee state and federal reporting systems, including: California Longitudinal Pupil Achievement Data System (CALPADS), Civil Rights Data Collection (CRDC), National Student Clearinghouse, California Colleges, California School Dashboard, School Accountability Report Card (SARC).
Ensure accurate pre-identification and student uploads for statewide testing programs.
Develop and maintain districtwide dashboards and user-friendly data visualizations.
Ensure compliance with the Family Educational Rights and Privacy Act (FERPA) and all student data privacy laws.
Maintain and oversee database systems to ensure data integrity, validation, and accuracy.
Utilize and demonstrate proficiency in SQL, Microsoft Excel, and Google Sheets for data querying, analysis, reconciliation, and reporting.
Coordinate all CALPADS submissions and certification windows.
Monitor legislative and regulatory changes affecting data reporting.
Represent the District in CALPADS trainings and statewide data meetings.
Support Categorical Program Monitoring (CPM), Local Educational Agency Plan development, and Single Plans for Student Achievement (SPSA).
Prepare required electronic submissions for county, state, and federal accountability programs.
Serve as District Test Coordinator.
Coordinate administration of: CAASPP (Summative and Interim), ELPAC, Physical Fitness Testing (PFT), Local benchmark and progress monitoring systems, including: STAR Reading, i-Ready, Acadience, NWEA MAP.
Implement testing security procedures and compliance protocols.
Coordinate ordering, distribution, scheduling, and technical readiness for assessments.
Compile, analyze, and disseminate assessment results to inform instruction and program evaluation.
Compile and analyze multiple data sources to support strategic planning and instructional improvement.
Create reports to support LCAP development, budget planning, equity analysis, and program evaluation.
Develop and administer stakeholder surveys (e.g., California Healthy Kids Survey, LCAP, climate surveys).
Provide training to administrators, teachers, counselors, and clerical staff on data systems and data interpretation.
Support English Learner Designee meetings and related reporting requirements.
Translate complex datasets into accessible reports for diverse audiences.
Ensure programs comply with applicable state and federal laws, regulations, and District policies.
Maintain accurate documentation for audits and monitoring reviews.
Assist in responding to Office for Civil Rights inquiries and data requests.
Monitor timelines and ensure adherence to reporting schedules.
Design and deliver professional development related to assessment literacy and effective data use.
Facilitate collaboration among site leaders to improve instructional practices through data analysis.
Maintain current knowledge of emerging technologies and data systems relevant to education.
Collaborate with Educational Services and Student Services staff to support reporting and analysis needs.
Assist school sites with accurate and effective use of student information systems.
Performs other related activities as required.