Data Specialist, Student Support Services

Position Title: Student Support Services Data Specialist 

Reports to: Manager of Volunteer and Mentor Services 

Job #: 55 

Payroll/Personnel Type: 12 month 

Shift Length: 8 hours  

Union Eligibility: Not Eligible 

Position Summary:

The Data Specialist for Student Support Services is responsible for supporting the department in managing the recruitment, tracking, screening, coordination, training, and retention of volunteers; alignment of community engagement activities; and all department partners and partnerships. This position plays a key role in enhancing the volunteer and community engagement experience, ensuring that volunteers and partners are engaged, informed, and recognized, and that their efforts contribute effectively to the school district’s goals. The Specialist will assist in managing daily operations within the department/program and will serve as a point of contact for volunteers, family and community involvement, and frontline school district representatives.  

Essential Functions:

• Coordination & Support:
• Maintain up-to-date records, schedules, and communication
• Provide support to volunteers and partners, answering inquiries and resolving issues promptly
• Provide support to school liaisons and frontline team members (ie secretaries, FSS, etc)
• Support the department with placement of volunteers and partners to appropriate projects that match their skills and interests

• Data Management & Reporting:
• Assist in managing department data using the organization’s database or management software 
• Clearinghouse for all volunteer applications
• Managing online volunteer platform 
• Entering data for all background screens
• Communicating with multiple systems throughout the process, including Jefferson City for FCSR screens (required by the state)
• Transferring all relevant volunteer information into Microsoft Database
• Help generate reports to track performance, participation, and program effectiveness
• Assist in ensuring compliance with relevant regulations and internal policies As it relates to family engagement, partners, and partnerships

• Program Development & Implementation:
• Assist in the development and implementation of volunteer, family and community, and department programs and events
• Help track and report volunteer hours and contributions
• Assists in the development of volunteer guidelines for school-based activities
• Assists in the development and evaluation of school-based activities

• Volunteer Engagement & Retention:
• Assist in organizing multiple volunteer, mentor, and staff and community engagement events and initiatives annually 
• Support the department in maintaining strong relationships with key partners and stakeholders
• Assist in the coordination of the annual District-wide Volunteer recognition Dinner
• Assist in the coordination of the monthly Parent University learning sessions and male mentoring initiatives
• Supports Back-To-School annual district-wide engagement activities  

• Training & Development:
• Help coordinate training sessions for volunteers to ensure they are well-prepared and confident in their roles
• Helps coordinate training sessions for frontline team members
• Support the development of training materials and resources for volunteers and partners
• Participate in professional development opportunities to stay current on best practices in volunteer, engagement, and mentoring management

• Administrative Support:
• Provide general administrative support to the teams, including scheduling, communication, and recordkeeping
• Assists in management of all budgetary tracking needs including
• Managing Business Plus (and other applicable district systems)
• Ordering Supplies
• Creating Vouchers and Requisitions for program needs
• Manages TimeKeeping system (KRONOS) in support of multiple departments 

Knowledge, Skills, and Abilities:

• Strong interpersonal and communication skills, with the ability to work effectively with diverse groups
• Prior experience in school-based or Higher Education learning environments
• Ability to manage multiple tasks and prioritize effectively
• Detail-oriented and organized, with excellent time-management skills
• Proficient in Microsoft Office Suite and familiarity with volunteer management/hiring software (and other applicable district systems)
• Ability to maintain a positive, solution-oriented attitude in a fast-paced environment

Experience:

• At least 5 years of experience in volunteer management, community engagement, or a related field
• Prior experience coordinating volunteers, working with partners, or mentors, and/or working in a nonprofit environment is preferred

Education:

• Bachelor’s degree in Social Services, Education, Nonprofit Management, Human Resources, or a related field (or equivalent experience of up to 5 years)

Physical Requirements: 

• Ability to work in a variety of settings (eg, office, school, community events)
• Must be able to lift up to 20lbs (optional, if relevant)
• Ability to travel locally for volunteer activities or events, as needed

Working Conditions and Environment:

• Much of the work is done in an office or school environment, handling administrative duties like communication with volunteers, tracking hours, and organizing events
• Flexible schedule may be required, including some evenings and weekends for volunteer events and activities
• Occasional travel required for community outreach or training activities

Disclaimer:

The information contained in this job description is for compliance with the Americans with Disabilities Act (ADA) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

In connection with hiring for this position the district shall not discriminate against any employee or applicant for employment because of race, religion, color, sex, sexual orientation, age, disability, veteran status, or national origin.