Student Records/Parent Coordinator

VOICE Charter School • Long Island, NY

6d • Onsite

About The Position

VOICE Charter School is an elementary and middle school located in Long Island City, Queens, serving approximately 650 students in grades K-8. The school is committed to creating a safe and healthy learning environment that nurtures, motivates, and challenges all children to achieve academic excellence and become responsible contributors to their education, community, and society. VOICE emphasizes the importance of relationships, individual potential, and the belief that all students are capable of success. The school supports teacher development with ample planning time and promotes music and arts integration to foster problem-solving and critical thinking skills. All staff are expected to love and nurture students, take personal responsibility for student achievement, encourage curiosity, uphold high standards, seek feedback, and help students choose their future paths.

Requirements

• High School Diploma required.
• Effective skills in self-management including meeting deadlines, effective prioritization of tasks, self-organization, managing up, and efficient time and task management.
• Ability to gather and analyze data using defined and differentiated processes.
• Tact and sensitivity, including 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 current and prospective students and families, colleagues, and external partners.
• 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.
• 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.
• 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.

Nice To Haves

• Bachelor’s degree from an accredited college or university preferred.
• 1-2 years of experience working in an office environment preferred.
• 1-2 years of administrative and/or data management experience preferred.
• Intermediate experience in Microsoft Excel, ATS, Salesforce, or Access preferred.

Responsibilities

• Support maintaining current and accurate student records across paper and electronic systems, including student lottery, attendance, retention, and attrition data.
• Generate data reports from PowerSchool, ATS, and Salesforce as requested.
• Implement processes for departing students, including record discharge and transfer.
• Process student records requests from employees, parents, and third-party providers in accordance with FERPA.
• Request records for incoming students as needed.
• Ensure secure storage, disposal, and transmission of sensitive documents.
• Work with school nurses to maintain up-to-date student medical information.
• Monitor student data for withdrawals and coordinate with the NYC DOE office of home instruction and hospital schools for hospitalized or home-bound students.
• Coordinate with school division leadership on immunization compliance and record-keeping.
• Responsible for lottery application creation, support, and data entry processes.
• Support enrollment record maintenance, including assisting with class creation and updating student data.
• Track pending departures and possible holdovers.
• Support new student registration event logistics, including form preparation, helper coordination, quality assurance, and parent follow-up.
• Serve as a point of contact for parents/guardians of registering students, tracking documentation, answering questions, and providing support.
• Prepare enrollment data for presentation to the Board and leaders by updating dashboard tools.
• Maintain the admissions waitlist and manage backfill needs, notifying appropriate staff of openings.
• Administer the student MetroCard program in compliance with OPT and MTA guidelines.
• Assist with the yellow bus program, including all OPT aspects.
• Ensure student attendance records are properly updated daily, follow up on missing attendances, and code notes accurately.
• Generate up-to-date student attendance records upon request and monitor/flag chronic absences.
• Assist with printing/scanning of assessment bubble sheets on ATS for NYS exams.
• Run specific ATS and Salesforce reports on student characteristics.
• Assist with the report card generation and archival process.
• Assist with Performance In Doubt (PID) notifications.
• Respond to compliance-related attendance and demographic data requests.
• Assist with summer school and summer assessment processes.
• Provide support for student-facing and other pedagogical tasks to ensure successful school operations, including supporting reception, bussing, and arrivals.
• May be assigned to special projects and provide back-up support to other teams and/or school events.
• Provide back-up translation and interpretation services as needed.

Benefits

• 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
• Many opportunities to get to know your VOICE colleagues!

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED