Student Information Systems Administrator - Continuing

Are you looking to work in a District that is committed to collaboration, mentorship, and creating inspiring educational experiences? 

The Delta School District aims to be an innovative, inclusive community where all learners belong and everyone soars. We are a District of more than 15,900 students and 3,000 employees.

The District’s mission is to inspire and nurture thriving, future-ready learners at each of its 31 schools, located in Ladner, North Delta, and Tsawwassen. We value Compassion, Responsibility, Integrity, Creativity, Diversity, and Resilience.

Our schools and District offices are located on the traditional territories of the Tsawwassen and Musqueam First Nations. The District offers its respect to the Knowledge Keepers and all First Peoples who have been on these lands since time immemorial.

SUMMARY:

Reports to the Principal, and works collaboratively with the Vice Principal.  Performs a variety of administrative duties to record and track student enrollment to ensure accuracy of statistics and reporting requirements., to manage and coordinate student services at the Secondary School; and, is responsible for processing all admissions and registrations, and responding to a high degree of confidential and sensitive documentation.

DUTIES:

1.  Registers new students for school in support of the Regular, French immersion, International, alternate, resource room, and academy programs.  Obtains documentation for non-catchment and non-school district, and academy applications.  Inputs and updates student data, courses, program codes, reporting marks into computerized record systems. 

 2. Withdraws students and maintains student records and files; requests, forwards and documents confidential student files, making entries both manually and electronically to ensure accurate data.  Produces class lists, spreadsheets, and statistical reports; monitors and records student marks for submission to the Ministry of Education. 

 3.  Enters and processes, validates, organizes, reconciles and reviews for accuracy the student information system data and statistical reports for submission to the Ministry of Education to meet deadlines for 1701 funding twice a year, and TRAX and SADE course information weekly.  Processes graduation status reports on a regular basis to check for non-graduates.  Checks the Ministry of Education website for non-graduate lists after each TRAX submission, and provides the information to administrators and counsellors on a regular basis.

4. Updates course guide catalogue; adds courses and sections as required; schedules course requests for students.

5. Enters and edits term grades, work habits, narrative comments, IEP information, Honour Roll, Principal’s List and G Club, failure lists, and graduation transcripts for each reporting period; maintains and compiles ministry course code changes, school course code conversions and course master, working within tight time constraints.

6. Closes down previous school year, entering student marks for non-regular programs into the student information system for submission to the Ministry database, completing each step of the process in proper order, ensuring no data is missing.  Checks, prints, and documents Ministry provincial exam results, graduation and non-graduation reports throughout the school year and in July/August, working to Ministry driven timelines. 

7. Sets up parameters for new school year to ensure proper and efficient start-up, working closely with the Vice Principal.  Inputs new school year timetable and ensures all data is accurate, with proper coding for School District and Ministry of Education; completes scheduling and produces class lists, reports, and spreadsheets.

8. Updates, including adding, deleting, and validating information to meet set deadlines, the Online Exam Register on the Ministry of Education website.  Registers Provincial exams and assessments for quarterly examination sessions; may be required to register summer school students and examination re-writes.

9. Provides procedural advice and guidance to other staff, including teachers, counselors, and administrators, on report card marks, comments, course requests, and TRAX credits.  Provides statistical and analysis reports for school administrators using the Dashboard computer program.

10. Responds to requests from current and past students for official transcripts, and from lawyers, outside agencies, and hospitals for retrieval and copying of student records.  Collects relevant fees and transcript monies and issues receipts.

11. Processes, edits, and adjusts reports for monthly teacher remedy as required, throughout the school year.

12. Troubleshoots with the Ministry of Education on behalf of current and past students; interacts with School District departments including Superintendent’s Office, counselors, teachers, parents, and students by telephone, email, other written correspondence, and in person.

13. Responds to questions from parents, students, teachers, and administration, with respect to MyEd BC, CIMS products (Parent Connect, Student Connect, Teacher Connect, and Admin Connect), and other relevant platforms.  Maintains and provides confidential sign-on and password information for the Connect programs by telephone, email, and in person.

14. Prepares, receives, and enters data for Parent/Teacher conferences using both the CIMS student system and software technology programs; uploads and maintains appointment schedules.

15. Performs a variety of administrative duties as required; keyboards, proof reads, duplicates, photocopies, collates, answers switchboard, and files a variety of material.  Moves student files, and archives accordingly; files new graduates transcripts with PR cards.  Performs relief receptionist duties and responds to a wide variety of both external and internal enquiries by telephone, email, and in person.

16. Remains current with changing technology; software programs; Ministry of Education Handbook of Procedures and Course Information Books; policies; and equipment.  Works closely with the Information Services Technology department regarding data input and uploads, and relevant District systems, such as MyEd BC and CIMS programs.

17. Supervises students in the office and medical room.  Attends to sick students, may perform first aid. 

18. May be required to coordinates the replacement of teachers and support staff using SmartFind Express call-out system. 

19. Maintains the call-out student database in the automated absentee system and sets up parameters for the system. 

20. May be required to send out mass emails to parents and students.

21. May be required to maintain and distribute classroom and building keys.

22. Performs other related duties as assigned.

QUALIFICATIONS:

1. Successful completion of a Secondary school graduation program or equivalent.  Completion of post-secondary courses equivalent to 8 months including database, data entry, information processing, spreadsheet, and word processing applications.

2. A minimum of two years recent, related and relevant experience in a comparable school office environment, or an equivalent combination of experience and training using student information systems and programs, database and spreadsheet applications,  and an excellent working knowledge of computers.

3. Knowledge of policies and procedures related to secondary school graduation requirements in BC and the student information systems.

4. Ability to work to tight deadlines and set priorities with minimum direction; proven ability to adapt to changing priorities while maintaining high levels of customer service.

5. Ability to work independently, make decisions using initiative and independent judgement, and to enter, process, organize, and review a high volume of detailed and complex student information quickly and accurately. 

6.Ability to establish and maintain effective working relationships with school and district staff, students, parents, and the public to explain school policies and procedures, guidance, and supply information and assistance as required. 

7. Excellent interpersonal, communication, and organizational skills are required.

8.Ability to operate a variety of office equipment.

9. Physically capable of performing the duties of the position.

10.Knowledge of WorkSafe BC and WHMIS regulations.  Safe work practices, evacuation and lockdown drills.

11.Some positions may require the knowledge of a language other than English.

External applicants must apply through the Make A Future site at www.makeafuture.ca. Emailed or faxed applications will not be accepted. We thank all applicants however only those selected for an interview will be contacted.

Delta School District is committed to fostering an inclusive and diverse environment. We encourage applications from individuals of all backgrounds, and we actively seek to create a workplace that accommodates the needs of all employees, including those with disabilities. If you require any accommodations during the application or interview process, please contact Anchal Toor at atoor@deltaschools.ca, so we can provide the necessary support to ensure equal process.