Special Programs Records Coordinator

Job Description

ESSENTIAL FUNCTIONS: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

Data Infrastructure & Reporting

• Designs, builds, and maintains a multi-source Power Query pipeline consolidating student records data across several campuses (20,000–30,000 students per cycle)

• Authors and maintains the Power BI reporting model that flags and routes records, including the tracker-ready output views the team works from

• Manages the underlying data architecture, including multi-tier key design, join logic, QA/validation layers, and schema-change handling

• Owns the per-clerk tracker system end to end, including standardized templates, defined schema, and consolidation loaders

• Maintains cloud data sources (SharePoint/OneDrive) for scheduled refresh

Automation

• Builds and maintains Power Automate flows for records-request mail merges and notification routing

• Designs and administers the Microsoft Lists handoff infrastructure across all four programs, including per-campus SPED architecture and automation rules

Records Compliance Operations

• Manages special programs records compliance across three campuses and four programs

• Owns the records request and TREx workflow, including requesting, monitoring, and tracking returns

• Maintains the compliance boundary between records and program departments retrieves and routes required documents, while eligibility determinations remain with program departments

Training & Documentation

• Builds and delivers the department's training library, including go-live decks, per-program handoff decks and quick references, and platform guides (PowerSchool, Frontline)

• Writes and maintains clerk-facing process documentation and standards

Team & Process Coordination

• Coordinates records clerk and TEA clerk teams across three campuses, including staffing model, clerk assignment, and work routing

• Serves as backup across all records roles — clerk, TEA clerk, and lead functions — stepping in wherever coverage is needed

• Designs records processes and workflows, and coordinates handoffs with receiving departments.

Supervisory Responsibilities: Coordinates the work of Records and TEA Clerk teams across three campuses but has no formal supervisory responsibilities.

MINIMUM REQUIRED QUALIFICATIONS:

· High school diploma or equivalent

· Two (2) years of experience in records operations, data reporting, or a comparable analytical/coordination role, with prior special programs or records compliance experience strongly preferred

· Demonstrated experience building and maintaining data pipelines or reporting models in a production environment

· Shows advanced competence and expertise in using various technological and data systems

· Advanced Power Query (M) and Power BI: data modeling, pipeline design, and report authoring

· Power Automate flow building; Microsoft Lists and SharePoint administration

· Strong Excel skills, with the ability to standardize and document complex processes

· Records compliance knowledge across special programs (SPED, 504, GT, EB)

· Ability to train and coordinate distributed teams across multiple campuses

· Ability to design and troubleshoot multi-tier data architecture, including join logic, QA/validation layers, and schema-change handling

· Ability to translate complex data systems into clear, clerk-facing documentation and training

· Strong written and verbal communication skills for coordinating across records, program, and receiving departments

· Ability to maintain confidentiality and comply with FERPA

· Excellent organizational and time management skills across data, compliance, and coordination workstreams running in parallel

· Ability to work independently and exercise sound judgment on system design and process decisions

· Flexible, team-player; adapts to a changing office environment

· Proficient in Office 365(Outlook, Word, Excel, PowerPoint, Project, Visio, etc.); Web proficiency.

· Ability to travel 25% of the time

· Ability to clear required background check

Certificates and Licenses: None required.

DESIRED QUALIFICATIONS:

· Experience administering Power BI at a departmental or organizational scale, including workspace and refresh management

· Experience building Power Automate approval or notification flows tied to Microsoft Forms or Lists

· Experience working directly in Frontline, TREx, PowerSchool, or Archive Manager

· Experience developing training decks or documentation libraries for a distributed team

· Experience working in a school district or education records environment

· Experience covering frontline records, TEA clerk, or lead duties directly

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

· This position is virtual with periodic travel across Texas required. Residents of Texas strongly preferred. Residents of states contiguous to Texas may also be considered.

Job Type

The above job is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor. All employment is “at-will” as governed by the law of the state where the employee works.  It is further understood that the “at-will” nature of employment is one aspect of employment that cannot be changed except in writing and signed by an authorized officer.

If you are a job seeker with a disability and require a reasonable accommodation to apply for one of our jobs, you can request the appropriate accommodation by contacting stridecareers@k12.com.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

Stride, Inc. is an equal opportunity employer. Applicants receive consideration for employment based on merit without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status, or any other basis prohibited by federal, state, or local law. Stride, Inc. complies with all legally required affirmative action obligations. Applicants will not be discriminated against because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.