Instructional Materials Coordinator

Job Description

Instructional Materials Coordinator

Beta is a Title I Schoolwide campus. I understand that part or all of this job could be funded with federal funds.

Mission

The mission of the Instructional Materials Coordinator is to ensure Beta Academys instructional materials and academic programs are well managed with efficiency, stewardship, and in alignment with Betas mission of excellence. This role supports teachers and administrators by managing curriculum logistics and distribution, ensuring data accuracy, and supporting assessment systems, empowering educators with the information and resources they need to deliver high-quality instruction.

Position Information

Department: Curriculum & Instruction

Reports To: Dean of Academics & Chief of Academics

Employment Terms: Full-Time / Year-Round / Salary: 44,000 Non-Exempt

Location: In-Person, Beta Academy Confetti or Flagship Campus

PayScale F

Work Schedule: MondayFriday, 7:30 AM 4:30 PM, with occasional extended or evening hours during testing windows, campus events, or teacher in-service days.

Work Environment: Professional office and school setting with frequent interaction with teachers, staff, and administrators. Dress code is enforced at all times

Position Overview

The Instructional Materials Coordinator supports the management of instructional materials and the smooth operation of academic programs and data management systems across Beta Academy. This position is responsible for organizing and maintaining instructional materials and curriculum, managing data entry and reporting processes, and providing training and technical support to teachers and staff. Through accuracy, organization, and proactive communication, this role ensures academic programs run efficiently, and data-driven decision-making is fully supported.

Outcomes

• Instructional Materials and Inventory Management Curriculum and materials organized, tracked, and maintained with 100% accuracy.
• Data Accuracy Student, assessment, and program data entered and verified with zero major discrepancies during audits.
• Teacher Support Teacher requests for logins, rosters, and materials fulfilled within 2 business days.
• Compliance and Reporting Academic and assessment reports completed and submitted by deadlines (target: 98% on-time rate).
• Training and Communication Teachers trained and supported on data and assessment platforms within established timelines.
  
  

Responsibilities

• Instructional Materials & Academic Programs Support:
• Oversee curriculum logistics, orders, and inventory for all grade levels.
• Communicate with vendors and manage quotes, POs, packing slips, and budget codes.
• Enter and maintain all instructional materials and resources within eta Beta Academys Instructional Materials Management System (Insignia), ensuring all items are cataloged accurately by subject, grade level, and barcode.
• Monitor and reconcile inventory within Insignia to maintain real-time accuracy and compliance with state and district inventory requirements.
• Troubleshoot staff access to educational applications and online curriculum through Clever (Single Sign-On), ensuring smooth login and roster functionality.
• Manage and process curriculum purchase orders in Skyward, including assigning correct curriculum budget codes and coordinating with the Business Department for approvals and payments.
• Navigate the Educational Materials Allotment and Textbook (EMAT) system to support instructional materials ordering, tracking, and reporting in accordance with TEA guidelines.
• Collaborate regularly with the Business Office team to ensure curriculum purchases align with budget allocations and financial compliance standards.
• Demonstrate strong budget awareness by strategically managing curriculum orders, maximizing existing resources, and preventing duplicate purchases through effective tracking and communication.
• Lead and organize a curriculum logistics team at each campus to assist with the receipt, unpacking, data entry, and timely distribution of curriculum and instructional materials.
• Maintain detailed tracking systems for all orders to ensure curriculum materials are delivered, entered, and distributed on schedule for each grading period and school year.
• Provide training and support for teachers and staff on proper inventory procedures and curriculum material use to maintain accountability and extend the lifespan of instructional resources.
• Document any damage to curriculum or materials and maintain clear audit trails.
• Load rosters into online platforms (e.g., MAP/NWEA, IOWA, DMAC, etc.) and maintain student demographics.
• Organize academic events such as Business Day, Lemonade Day, Science Fair, and manage related logistics.
• Maintain a clean, organized curriculum room and ensure accurate inventory labeling and processing.
• Support the Dean of Academics during assessment windows to ensure testing logistics are
• Data Management
• Enter and manage student enrollment, withdrawal, and performance data in NWEA MAP, Clever, Skyward, and other academic platforms as needed.
• Maintain Title I, TIA, and campus performance data accuracy, generating regular and ad-hoc academic data reports as requested by the Chief of Academics and Dean of Academics.
• Download, organize, and present assessment and performance data clearly using charts, graphs, and spreadsheets to make information accessible and actionable for teachers, campus leaders, and academic leadership.
• Assist with academic data entry into PEIMS as needed. (e.g. HB1416, RTI/MTSS, etc.)
• Support teachers and campus leaders with access to assessment and data systems (MAP/NWEA, IOWA, DMAC, Cambium), including troubleshooting login or roster issues.
• Compile and prepare summary data for Board of Directors reports and high-level presentations in collaboration with the Chief of Academics and Dean of Academics.
• Track and calculate metrics used to determine teacher eligibility for Betas Red Star Teacher Incentive Program and other performance-based awards.
• Verify that data exports and uploads between systems (Skyward, Clever, Cambium, MAP) function accurately and reflect current student enrollment and rosters.
• Collaborate with district and campus staff to ensure all data collection, reporting, and analysis processes meet state, federal, and internal compliance standards.
• Staff Leadership Responsibilities
• Recognizes problems and impediments and reports them promptly with options for solutions to the Dean of Academics and Chief of Academics.
• Adheres to and enforces board policy, school guidelines, and administrative directives.
• Read and comply with the Procedures Manual, Employee Handbook, Scholar Handbook, and Betas Code of Conduct.
• Establishes and maintains professional and cooperative working relationships with all stakeholders: parents, scholars, staff, neighbors, and partners.
• Promotes and maintains a positive and effective school climate by ensuring that all interactions are prompt, efficient, helpful, and friendly.
  
  

Core Competencies

• Organization: Manages multiple academic systems, materials, and data sources efficiently.
• Attention to Detail: Ensures accuracy in data entry, reports, and inventory management.
• Technical Proficiency: Uses academic data systems confidently (DMAC, MAP/NWEA, IOWA, Clever, Skyward, Cambium, Edgenuity).
• Communication: Provides clear, professional, and supportive communication with staff.
• Collaboration: Works effectively across departments to support academic and data operations.
• Service Orientation: Demonstrates a responsive and positive attitude toward staff needs.
  
  

Equal Employment Opportunity Statement

Beta Academy is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Every member of our team contributes to our mission of preparing students for college and life success.