Data and Assessment Programs Coordinator

BASIC FUNCTION: Under the direction of the Director of Educational Services, the Coordinator of Data and Assessment Programs plans, implements, manages, and evaluates the District’s comprehensive student data systems, state and local assessment programs, and accountability reporting structures to improve student achievement.

The Coordinator oversees the District’s Student Information System (SIS), ensures compliance with all state and federal electronic reporting requirements—including reporting to the California Department of Education through the California Longitudinal Pupil Achievement Data System (CALPADS)—and coordinates the administration of statewide assessments, including:

• Smarter Balanced Assessment Consortium (CAASPP/SBAC)
• English Language Proficiency Assessments for California (ELPAC)
• California Preschool Data Collection (CAPSDAC)
• California Physical Fitness Test (PFT)
• Other mandated local, state, and federal testing programs

This position provides leadership in data governance, assessment administration, compliance monitoring, categorical program reporting, and continuous improvement cycles. The Coordinator collaborates with district leadership, site administrators, teachers, county offices, and state agencies to translate complex data into actionable strategies that improve student engagement, equity, and achievement.

TYPICAL DUTIES (Responsibilities will include but are not be limited to): 

The Coordinator is responsible for the following duties:

1. Leadership and Program Coordination

• Plan, coordinate, and administer all District assessment and accountability programs.
• Develop and implement data-driven continuous improvement cycles aligned with District goals.
• Align curriculum, assessment, accountability, and professional development initiatives.
• Serve as District liaison to the California Department of Education, Santa Clara County Office of Education, and other state and federal agencies regarding assessment and data reporting.
• Present reports, data summaries, and recommendations to the Board of Trustees and District leadership.
• Support development of LCAP budgets and categorical programs.

1. Student Information Systems and Data Management

• Serve as District administrator for the Student Information System (Aeries or equivalent).
• Oversee configuration and maintenance of enrollment, attendance, grading, discipline, course scheduling, and demographic modules.
• Manage system security, user permissions, data integrations, and vendor coordination.
• Oversee state and federal reporting systems, including:
  • California Longitudinal Pupil Achievement Data System (CALPADS)
  • Civil Rights Data Collection (CRDC)
  • National Student Clearinghouse
  • California Colleges
  • California School Dashboard
  • School Accountability Report Card (SARC)
• Ensure accurate pre-identification and student uploads for statewide testing programs.
• Develop and maintain districtwide dashboards and user-friendly data visualizations.
• Ensure compliance with the Family Educational Rights and Privacy Act (FERPA) and all student data privacy laws.
• Maintain and oversee database systems to ensure data integrity, validation, and accuracy.
• Utilize and demonstrate proficiency in SQL, Microsoft Excel, and Google Sheets for data querying, analysis, reconciliation, and reporting.

1. County, State, and Federal Reporting

• Coordinate all CALPADS submissions and certification windows.
• Monitor legislative and regulatory changes affecting data reporting.
• Represent the District in CALPADS trainings and statewide data meetings.
• Support Categorical Program Monitoring (CPM), Local Educational Agency Plan development, and Single Plans for Student Achievement (SPSA).
• Prepare required electronic submissions for county, state, and federal accountability programs.

1. Assessment Administration

• Serve as District Test Coordinator.
• Coordinate administration of:
  • CAASPP (Summative and Interim)
  • ELPAC
  • Physical Fitness Testing (PFT)
  • Local benchmark and progress monitoring systems, including:
    • STAR Reading
    • i-Ready
    • Acadience
    • NWEA MAP

• Implement testing security procedures and compliance protocols.
• Coordinate ordering, distribution, scheduling, and technical readiness for assessments.
• Compile, analyze, and disseminate assessment results to inform instruction and program evaluation.

1. Data Analysis and Instructional Support

• Compile and analyze multiple data sources to support strategic planning and instructional improvement.
• Create reports to support LCAP development, budget planning, equity analysis, and program evaluation.
• Develop and administer stakeholder surveys (e.g., California Healthy Kids Survey, LCAP, climate surveys).
• Provide training to administrators, teachers, counselors, and clerical staff on data systems and data interpretation.
• Support English Learner Designee meetings and related reporting requirements.
• Translate complex datasets into accessible reports for diverse audiences.

1. Compliance and Accountability

• Ensure programs comply with applicable state and federal laws, regulations, and District policies.
• Maintain accurate documentation for audits and monitoring reviews.
• Assist in responding to Office for Civil Rights inquiries and data requests.
• Monitor timelines and ensure adherence to reporting schedules.

1. Professional Development and Collaboration

• Design and deliver professional development related to assessment literacy and effective data use.
• Facilitate collaboration among site leaders to improve instructional practices through data analysis.
• Maintain current knowledge of emerging technologies and data systems relevant to education.
• Collaborate with Educational Services and Student Services staff to support reporting and analysis needs.
• Assist school sites with accurate and effective use of student information systems.

• Performs other related activities as required

KNOWLEDGE AND ABILITIES: 

• State and federal laws governing student assessment and data reporting.
• CALPADS structure, reporting cycles, and certification processes.
• Student Information Systems and assessment management platforms.
• Accountability frameworks, including the California School Dashboard indicators.
• Budget development and grant management processes.
• Continuous improvement and data-driven decision-making models.
• Database management principles, data validation processes, and reporting systems.
• Advanced use of SQL, Microsoft Excel (including pivot tables and formulas), and Google Sheets for data analysis and reporting.
• Principles of budget preparation and control
• Experience supervising and evaluating staff
• Ability to handle multiple projects with accuracy and efficiency
• Ability to communicate tactfully and effectively in English, orally and in writing
• Ability to maintain current in technology, hardware and software relevant to a school district environment
• Ability to establish and maintain friendly and cooperative relationships using tact and good judgment in dealing with staff, the public and outside vendors
• Ability to work independently, exercise initiative and good judgement
• Ability to multitask, function in a fast-paced environment with frequent changes
• Remain calm and pleasant under stressful situations
• Respond to requests and inquiries from the public
• Interpersonal skills using tact, patience, and courtesy
• Oral and written communication skills
• Record-keeping techniques
• Operate computers and peripheral equipment properly and efficiently
• Meet schedules and timelines
• Maintain various records related to work performed
• Work independently with little direction
• Communicate effectively orally and in writing
• Establish and maintain cooperative and effective working relationships with others
• Maintain regular attendance

WORKING ENVIRONMENT:

• Office environment
• School environment
• Driving a vehicle to conduct business

PHYSICAL DEMANDS (consideration will be given to reasonable accommodation): 

• Sit for sustained periods of time
• Climb slopes, stairs, steps and ladders
• Exhibit full range of motion for shoulder external rotation and internal rotation, shoulder abduction and adduction, elbow flexion and extension, shoulder extension and flexion, back lateral flexion, hip flexion and extension and knee flexion;
• Ability to work in a safe and effective manner in the following: at various elevated heights on ladders, roofs, and in restricted spaces
• Conduct frequent repetitive arm, hand and body motion
• Sufficient hearing to conduct in-person and telephone conversations
• Sufficient physical mobility to move about school sites and drive a car
• Sufficient vision to read printed material
• Ability to speak in an understandable voice with sufficient volume to be heard in normal conversational distance, on the telephone, and in addressing groups
• Physical, mental, and emotional stamina to endure long hours under stressful conditions
• Standing and sitting for long periods of time
• Dexterity of hands and fingers to operate a computer keyboard
• During crisis situations, may require moderate to significant physical work and lengthy periods of standing
• Physical ability to lift, carry, push, pull up to ten pounds on a regularly basis and up to 40 pounds occasionally and occasionally lift and carry equipment and supplies weighing up to 90 pounds
• Ability to bend, twist, kneel and stoop
• Ability to reach in all directions

OTHER CHARACTERISTICS: 

• Willing to work irregular hours/days including evenings, weekends and holidays, and to be on-call for emergencies
• Willing to travel locally
• Willing to work at any school location and be assigned to additional duties as needed

REQUIRED QUALIFICATIONS: 

• A.S/B.S. from an accredited college or university, or equivalent combination of education and experience.
• Minimum of three years of experience in student data systems, assessment coordination, accountability reporting, or categorical program management, or equivalent experience.
• Valid California Driver’s License with clean driving record
• Must reside within 45-minutes of the GUSD Administration Office

PREFERRED QUALIFICATIONS: 

• Previous Supervisory Experience
• Bilingual in English/Spanish
• Five years of more of experience in student data systems, assessment coordination, accountability reporting, or categorical program management, or equivalent experience.

Nondiscrimination Statement 

The Gilroy Unified School District prohibits discrimination, intimidation, harassment (including sexual harassment) or bullying based on a person’s actual or perceived ancestry, color, disability, gender, gender identity, gender expression, immigration status, nationality, race or ethnicity, religion, sex, sexual orientation, or association with a person or a group with one or more of these actual or perceived characteristics. For questions or complaints, contact Equity Compliance Officer, Title IX Coordinator and Section 504 Coordinator: Paul Winslow, Ed.D., Assistant Superintendent, Human Resources, 7810 Arroyo Circle, (669) 205-4000, paul.winslow@gilroyunified.org. 

Position: Data and Assessment Programs Coordinator

Location: District Office

Starting Date: TBD

Payroll Range:  Classified Exempt Salary Schedule Range – Dj

Yearly Salary: $121,508 – $156,391 (6-step salary schedule, salary placement dependent upon related experience)

Yearly Stipends: $1,000 for Masters / $1,500 Doctorate degrees

Benefit Plan: Management Benefit Plan (posted on GUSD web site)

Supervisor/Evaluator:  Director of Educational Services

Funding Source:  Title I / General Fund

Salary : $121,508 - $156,391