Enterprise Data Administrative Assistant

About the role

The Enterprise Data Administrative Assistant provides data analysis, reporting, and administrative support to the school division. The position assists with data management, reporting, Human Resources processes, and related administrative functions. The position works collaboratively with staff and administrators to support the efficient operation of the division.

Reports To Director of Human Resources

Qualifications

• Associate degree in data analytics, information systems, or a related field, required.
• Experience working with student information systems (SIS), human resources/personnel systems, or other enterprise databases preferred.
• Ability to collect, organize, analyze, and accurately interpret data from multiple sources.
• Experience preparing reports, spreadsheets, presentations, dashboards, or other data-driven materials.
• Strong attention to detail and a high degree of accuracy in data entry, recordkeeping, reporting, and document preparation.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive student and personnel information.
• Strong organizational, time-management, and problem-solving skills, with the ability to manage multiple priorities and meet established deadlines.
• Excellent written and verbal communication skills and the ability to communicate effectively with employees, administrators, and other stakeholders.
• Ability to work independently, take initiative, and follow established procedures while identifying opportunities to improve administrative and data processes.
• Ability to learn and effectively utilize new software applications, databases, reporting tools, and technology systems.

Responsibilities

Data Analysis, Reporting, and Presentations

• Extracts, accesses, consolidates, and analyzes data from the Student Information System (SIS), personnel systems, and other applicable data sources.
• Analyzes data trends related to attendance, discipline, retention, graduation rates, enrollment, credit accrual, and other areas as assigned.
• Develops accurate data reports, dashboards, and visualizations to support instructional, administrative, and compliance-related decision-making.
• Prepares data presentations for division leadership, school administrators, instructional staff, and the School Board, as needed.
• Translates complex data into clear, user-friendly summaries to support data-informed decision-making.
• Maintains documentation of data definitions, reporting procedures, and methodologies to promote consistency and accuracy across the division.

Human Resources Administrative Support

• Employee Evaluation System Administration
  • Administers and maintains the Frontline Professional Growth and Development electronic evaluation system, ensuring employees are assigned to the appropriate evaluator/administrator and appropriate evaluation forms are assigned based on position and evaluation requirements.
  • Maintains accurate and current employee and evaluator information within the evaluation system, including adding new employees, removing separated employees, updating assignments, and making necessary changes to employee and administrator records.
  • Monitors and reports on the status of employee evaluations, including generating reports, tracking completion, identifying outstanding evaluations, and providing status information to appropriate administrators.

Survey Administration and Data Analysis

• Assists with the administration of division and departmental surveys, including collecting, organizing, and monitoring survey responses.
• Retrieves, analyzes, and summarizes survey data to identify trends, findings, and areas of interest.
• Prepares reports, summaries, visualizations, and presentations of survey results as needed.

Student Information System (SIS) Backup Support

• Assists the Academic and Data Services Administrative Assistant with the administration and maintenance of the division's Student Information System (SIS), serving as a backup resource to ensure continuity of SIS operations and data management.
• Develops working knowledge of SIS configuration and maintenance, including school year and term setup, calendars, end-of-year and new-year rollover processes, system clean-up, and related procedures.
• Assists with SIS data maintenance, including data validation, error resolution, and correction or merging of duplicate student and parent records, as needed.
• Assists with the conversion, maintenance, and rollover of historical student data within the SIS and supports related data management activities.
• Provides backup support for the creation and maintenance of user accounts, permissions, usernames, and temporary passwords for students, parents, staff, and administrators.
• Maintains an understanding of SIS security and confidentiality requirements and assists in ensuring the appropriate protection of student and personnel information used for SIS administration and state reporting.
• Assists with the management and maintenance of student data for third-party educational programs and instructional platforms integrated with the SIS.

Collaboration And General Responsibilities

• Collaborates with technology, curriculum, assessment, school leadership, Human Resources, and administrative teams to support academic, personnel, data management, and improvement initiatives.
• Models professional, ethical, and nondiscriminatory practices in all interactions.
• Maintains regular, reliable, and punctual attendance as an essential function of the position to ensure the efficient operation of the school division and the consistent performance of assigned duties.
• Performs other duties as assigned by the Director of Human Resources or Superintendent.

Physical Requirements

• Exhibit manual dexterity to dial a telephone and to enter data into a computer.
• See and read a computer screen and printed material with or without vision aids.
• Hear and understand speech at normal levels, indoors, outdoors, and on the telephone.
• Speak in audible tones so that others may understand clearly indoors, outdoors, and on the telephone.
• Physical ability to lift up to 25 pounds.
• Sit for extended periods of time.
• Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

FLSA Status: Non-exempt

12-month position