Records and Project Coordinator 25/26 SY

Indiana Public Schools • Indianapolis, IN

55d • Onsite

About The Position

The Records and Project Coordinator is a critical administrative role that ensures the legal compliance and integrity of the district's student records. This role is primarily focused on 75% Records Management and Compliance, with the remaining 25% dedicated to high-priority Project Administrative Support for the Systems Project Management team. The initial mandate is to resolve the current student transcript backlog, requiring meticulous execution of cleanup plans and expert adherence to state/federal privacy laws (FERPA and IARA retention schedules). Once records are stabilized, the role will transition to providing specialized support for project tasks, documentation, and tracking, leveraging the foundation of accurate data.

Requirements

• Records Compliance and Detail: Exhibit impeccable attention to detail and a strong ethical code when handling sensitive, confidential data, ensuring all compliance requirements are met.
• Administrative Execution: Ability to organize and execute complex, multi-step administrative processes with a focus on efficiency and accuracy.
• Customer Service Excellence: Approach all interactions with a solution-driven, positive, and highly professional demeanor, managing difficult inquiries with courtesy.
• Adaptability and Initiative: Proactively manage competing demands and efficiently shift focus between high-volume administrative work and project support tasks.

Nice To Haves

• Prior experience in detailed record-keeping, administrative compliance, or specialized customer service in a school setting is strongly preferred.

Responsibilities

• Administer Transcript Fulfillment: Serve as the primary point of contact for all student records (current, former, and historical), efficiently processing requests for transcripts and ensuring timely fulfillment.
• Execute Records Cleanup: Administer and execute the operational plan to resolve the records and transcript backlog, maintaining detailed processing logs and progress reports.
• Ensure Compliance: Oversee records handling processes to ensure strict adherence to state records retention schedules (IARA) and federal student privacy laws (FERPA).
• Coordinate Record Purge: Coordinate the secure destruction (shredding) of eligible temporary student records, preparing the necessary documentation and working directly with shredding vendors.
• Serve as Subject Matter Expert: Provide administrative clarity and guidance to internal staff, parents, and external partners (including Innovation schools) regarding records transfer protocols and retention policies.
• Project Administrative Support: Provide specialized administrative support by assisting with the coordination, documentation, and tracking of project tasks, milestones, and deliverables for the Systems Project Management team.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Executive, Legislative, and Other General Government Support
• Number of Employees: 1,001-5,000 employees