School Communities Manager, Student Records and Compliance

4 weeks ago


Eastern Ontario Ontario, Canada Rocketship Public Schools Full time

Position Description

We seek a highly organized and detail-oriented professional to oversee our student records and ensure full compliance with all relevant regulations. As the School Communities Manager, Student Records and Compliance, you will be the guardian of our student data, ensuring its accuracy, confidentiality, and accessibility. This critical role requires a blend of technical proficiency, strong communication skills, and a passion for supporting the educational journey of our students.

Audits and File Management
  • Coordinate and execute internal Student Cumulative Files Audits for all 13 campuses
  • Provide accurate and timely tracking of missing information or corrections to Office Managers
  • Support with family follow up and driving toward file completeness and compliance
  • Review and audit student cumulative files to ensure data accuracy, completeness, and compliance with institutional and regulatory standards.
  • Verify and update student demographic information, academic transcripts, attendance records, and other relevant documents.
  • Support with maintenance and organization of physical and electronic student cumulative files in a secure and accessible manner.
  • Create a systematic filing system for easy retrieval and tracking of files.
  • Oversee immunization compliance and partner with schools on Shots for Schools completion
Data Entry and Management
  • Accurately input and update student data into the institution's database or Student Information System (SIS).
  • Ensure all data entries are consistent, error-free, and meet data privacy requirements.
  • Continuously monitor and improve file management processes to enhance efficiency and data integrity.
Regulatory Compliance
  • Stay up-to-date with relevant educational regulations and compliance standards to ensure the institution's records meet legal requirements.
  • Assist in preparing and submitting reports to regulatory bodies as necessary.
  • Ensure compliance with immunization records and address verification in cumulative files and other state and local regulations.
Record Retention
  • Develop and implement policies and procedures for record retention and disposal in compliance with legal and institutional guidelines.
  • Oversee and ensure compliance with records request both incoming and outgoing and ensure clear tracking
Independent Studies
  • Stay up-to-date with relevant educational regulations and compliance standards to ensure the institution's records meet legal requirements for independent Study submissions
  • Collaborate with the Student Information System Team and OMs to ensure compliance
Confidentiality and Security
  • Maintain the confidentiality and security of student records, ensuring that only authorized personnel have access to sensitive information.
Communication and Collaboration
  • Collaborate with Office Managers, staff, registrars, and administrative teams to resolve any discrepancies or issues related to student records.
  • Communicate effectively with students and their families regarding document requests and inquiries.
Training and Development
  • Provide training and guidance to staff involved in the maintenance of student records, ensuring best practices are followed.
Qualifications
  • Bachelor's degree preferred in a related field (e.g., Education, Information Management, or Administration) or equivalent experience
  • Knowledge of student record management systems and data privacy regulations.
  • Strong attention to detail and organizational skills.
  • Excellent written and verbal communication skills.
  • Familiarity with educational regulations and compliance requirements.
  • Proficiency in data entry and record-keeping software.
  • Ability to maintain confidentiality and handle sensitive information with discretion.
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