JOB DESCRIPTION SUMMARY
Under the direction of the
Director of Data and Accountability , the
Assistant Director of Student Data Entry Systems ensures accurate and timely entry of student data across Pittsburgh Public Schools (PPS). This role supervises district-level staff within the division who support data entry processes and related tasks. The Assistant Director provides guidance and support to school-based staff responsible for maintaining and using student data, helping them understand how data flows between systems and impacts state and federal reporting. Additionally, this role is integral in defining, refining, and documenting practices for the entry of student data and its dependencies within the Student Information System (SIS), ensuring alignment with federal and state laws and local PPS policies. While not expected to be an expert in all integrated systems, the Assistant Director must have a strong understanding of business rules and data processes to identify issues, prevent errors, and maintain compliance.
WORK MONTHS
12
ESSENTIAL FUNCTIONS
1. Supervise, hire, and evaluate district-level staff within the division who manage data entry processes and provide support to schools.
2. Develop and implement procedures for student enrollment, withdrawal, and record maintenance for public, private, parochial, and charter schools.
3. Design and disseminate annual instructions for student record collection and transfer.
4. Coordinate with the Assistant Director of Data Verification to communicate discrepancies and corrective actions to school and district staff.
5. Provide guidance and training for school-based staff on data entry processes, compliance requirements, and the impact of data on integrated systems and reporting.
6. Collaborate with other departments to ensure understanding of business rules and data flows between SIS and integrated systems (e.g., assessment platforms, transportation, billing).
7. Define, refine, and document practices that govern the entry of student data and its dependencies within the SIS, ensuring compliance with federal and state laws and local PPS policies.
8. Maintain knowledge of district feeder patterns and update related data systems.
9. Respond to internal and external inquiries regarding student data, enrollment, and records.
10. Travel as needed for audits, trainings, and compliance reviews.
11. Support district processes for official student record requests and archival record workflows, ensuring accurate, secure, and timely completion in alignment with privacy regulations and PPS policy.
12. Other relevant duties as assigned by supervisor in support of the department’s or school’s goals and objectives and the District’s mission and Superintendent’s Priority Goals.
EDUCATION REQUIRED
·
Master’s degree in Information Systems, Management Information Systems (MIS), Computer Information Systems, Data Analytics, Education Technology, Education Policy, Public Policy, Public Administration, or a closely related field
- OR Bachelor’s degree in one of the above fields and 6–8 years of progressively responsible experience in K-12 SIS administration, state/federal reporting, data governance, and cross-system integration;
- OR equivalent 10-12 years of experience leading SIS operations, orchestrating state reporting cycles (e.g., PIMS), and providing district-level training and documentation.
CERTIFICATION/LICENSURE REQUIRED
NO LICENSURE REQUIREMENT
YEARS OF EXPERIENCE
Dependent on Degree level
- Master’s degree in Information Systems, Management Information Systems (MIS), Computer Information Systems, Data Analytics, Education Technology, Education Policy, Public Policy, Public Administration, or a closely related field
- OR Bachelor’s degree in one of the above fields and 6–8 years of progressively responsible experience in K-12 SIS administration, state/federal reporting, data governance, and cross-system integration;
- OR equivalent 10-12 years of experience leading SIS operations, orchestrating state reporting cycles (e.g., PIMS), and providing district-level training and documentation.
KNOWLEDGE, SKILLS, & ABILITIES
- Strong analytical and problem-solving skills with attention to detail.
- Proficiency in student information systems and data management tools (experience with eschoolPLUS SIS and PowerSchool Enrollment preferred).
- Knowledge of FERPA and other student records regulations.
- Ability to interpret and apply state and federal reporting requirements.
- Excellent communication and interpersonal skills.
- Ability to manage multiple priorities and meet deadlines.
- Collaborative approach to supporting cross-functional teams that rely on accurate student data.
- Ability to understand and explain how student data interacts with other district systems and impacts compliance reporting.
- Strong grasp of business rules and data flow processes to troubleshoot and prevent errors.
- Ability to create clear, user-friendly training materials and documentation for SIS processes and compliance requirements, using tools such as Microsoft PowerPoint, Word, and other content development platforms.
- Ability to lead large-group training sessions in person and virtually (e.g., Microsoft Teams), and develop on-demand video training for asynchronous learning using tools such as Clipchamp or similar video editing software.
· Enthusiastic about the fundamental goal of advancing student achievement in an urban public-school district.
- Value, demonstrate, and promote diversity, equity, and inclusion.
WORKING CONDITIONS & PHYSICAL REQUIREMENTS
The working conditions and physical requirements described here are representative of, but not limited to, those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made.
- Work is primarily performed in an office setting, with frequent use of computers.
- Occasional travel to school sites and external locations for audits and trainings.
- Ability to sit for extended periods and perform repetitive tasks such as typing and data entry.
- May require lifting and carrying materials up to 20 pounds.
- Lead or participate in in-person meetings in various settings, including offices, conference rooms, and auditoriums; may involve presenting at a podium or serving on a panel.
APPLICANT ELIGIBLE CRITERIA
N/A
CITY OF PITTSBURGH RESIDENCY REQUIREMENT
This position requires individuals to live within the territorial boundaries of the School District of Pittsburgh. If hired for this position, you will be required to establish residence within three calendar months of your hire date with Pittsburgh Public Schools.
