High School Curriculum Secretary/Data Coordinator

JOB TITLE:   HS Curriculum Secretary/Data Coordinator                                                                  

IMMEDIATE SUPERVISOR: School Administrator

FTE: 1.0 (8 hours per day)

START DATE: July 16, 2026

GENERAL DUTIES SUMMARY:

Work with Administrator to accomplish the student scheduling process.  Work with Administrator and District Data Processing Coordinator to plan and carry out computerized grade and progress reports.  Maintain student permanent records (transcripts) including manual input of transfer student grades.  Responsible for ordering report cards, transcripts and grade verification reports.

ESSENTIAL REQUIREMENTS & RESPONSIBILITIES

The essential requirements and responsibilities of this position are listed below.  Employees in this position must possess the ability to perform the essential functions of the position with or without accommodation.

• Attend electronic student information systems training workshop as needed
• Incorporate program updates
• Define high school courses and update course codes
• Create course links to facilitate processing student course request
• Assist in preparing forecasting sheets for grades 9-12
• Coordinate input for forecasting
• Print report to determine number of sections needed for each course
• Assist in creating the teacher master schedule
• Confirm room use with administration
• Schedule students automatically
• Assist in revising student schedules
• Assist in filling "holes" for students with incomplete schedules
• Maintain Master Schedule with changes made accurately at Administrator's request
• Coordinate Grading Timeline with District Data Coordinator
• Define and maintain grading options
• Work closely with District Technical Team on grading program
• Monitor and assist posting of teacher grades in electronic student information systems for each grading period
• Enter grades for alternative programs and teachers as needed
• Maintain student cumulative files
• Verifications for employment and military
• Provide Foreign Exchange Students with transcripts and verification letters as requested

ESSENTIAL EDUCATION, SKILLS, AND CAPABILITIES

• Provide DHS and DDS records as requested
• Oversee Pass/Fail forms
• Run reports of incomplete student schedules as need
• Prepare grading instructions for teachers
• Coordinate mailing of report cards
• Provide Honor Roll for local newspaper
• Enter Summer School grades
• Enter transfer students' transcript credits after counselor has reviewed (approximately 125 transfer students each year). This must be manually done and requires concentration and accuracy
• Monitor and maintain Incomplete Grade Contracts; incomplete grades not completed by the end of the year must be changed to 'F' Grades
• Enter 'WF' or 'W' grades on transcripts for students withdrawing from courses beyond add/drop date
• Make grade changes as submitted by teachers
• Make grade replacement changes on transcripts
• Update report cards following grade changes
• Have knowledge and ability to explain student transcripts to students, parents, other schools, colleges, etc.
• Continually improve skills/attend conferences and workshops on new program upgrades
• Work independently under daily pressure requiring constant concentration to a volume of work which must be completed within a limited period of time with exacting diligence to detail and accuracy
• Plan, organize and complete work in a timely fashion
• Ability to maintain student confidentiality
• Provide Student Body Rosters when requested
• Provide mailing labels for school mailings several times per year
• Prepare and provide signs and other items needed for Back to School Night, conferences, etc.
• Assist in recording general and confidential information in student files including transcripts, test scores, immunization records, etc.
• Assist counselors in scheduling process
• State Reports: assist with Fall Report to State as well as several other statistical reports dealing with school population and ethnic backgrounds
• Attend electronic student information systems as required.
• Shred all outdated student information__transcripts, locators, progress reports
• Update and maintain master forms used in Counseling Department including but not limited to:
• Teacher assistant forms
• Class withdrawal forms
• Grade change forms
• Add/Drop forms
• Report to Counseling Forms
• Any others at request of Counseling Department Chair
• Must have knowledge of registrar's job with ability to assist in enrolling new students, dropping students, sending for records, finding records, answering phones, making certified copies of transcripts, taking homework requests, greeting students, guests, parents, etc. Have working knowledge of law regarding maintenance of student records

• Assist in maintenance of printers, copiers, fax machine, etc.
• Order counseling office supplies
• Ability to create reports on electronic student information systems
• Exercise good judgment, courtesy and tact in public contacts and in making proper disposition of problems
• Maintain good working relationships with others through regular contact by telephone, correspondence, or personal meetings with the public and district officials or others outside the district to obtain or supply information
• Ability to use email
• Maintain Special Education Case Manager's list
• Willingness to work many hours with Curriculum Associate Principal during the summer to assist in scheduling process
• High School diploma or GED certificate
• Two years secretarial experience
• Computer experience/training to meet essential functions
• One year of experience on the Student Information System
• Oregon Driver's License, or ability to get to and from work in a timely manner and perform the essential functions of the position
• All employees must be able to communicate in an effective manner; employees with English as a second language must be able to communicate their need for clarification and/or interpretation of directions; employee should be willing to attend English class as requested by supervisor
• Mathematical skills equaling the educational requirements and essential functions of the position are required
• Solve practical problems and deal with a variety of variables in situations where only limited standardization exists
• Interpret a variety of instructions furnished in written, oral, diagram or schedule form

PHYSICAL AND ENVIRONMENTAL REQUIREMENTS

The physical demands described here are representative of those that must be met by and employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Sit for extended periods of time at a computer terminal
• Lift computers, boxers of paper, weighing 40-50 pounds

EVALUATION

Performance of this job will be evaluated in accordance with the provisions in the Collective Bargaining Agreement between Tigard-Tualatin School District 23J and Oregon School Employees Association Chapter 51.

TERMS OF EMPLOYMENT

This is a twelve month assignment on the K range of the Classified Job Schedule.  The assignment of the step will be in compliance with the current Collective Bargaining Agreement and range of pay is located in the current Classified Salary Schedule.

This job description is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills, or working conditions associated with the position.  While it is intended to accurately reflect the position’s activities and requirements, the administration reserves the right to modify, add or remove duties and assign duties as necessary that still reflect the essential functions of the department.

A NEW EMPLOYEE SHALL BE ALLOWED UP TO FOUR (4) YEARS OF EXPERIENCE ON THE SALARY SCHEDULE, BASED ON ACTUAL YEARS OF EXPERIENCE ON A JOB OF LIKE RESPONSIBILITIES AND SKILLS. THIS RATE WOULD BE NO HIGHER THAN $27.32 PER HOUR.

Salary : $24 - $32