Student Data and Transportation Officer

BuffSci RocSci; Buffalo (NY); On-site; USD 42,000 - 65,000; Full time

Job summary

Buffalo/Rochester Academy of Science Charter School seeks a Student Data & Transportation Coordinator to manage district student and staff records, coordinate daily transportation, and ensure accurate billing and reporting across NYSED systems.

The role collaborates with Enrollment, Social Work, Data, and Finance teams, partners with Buffalo Public Schools and transportation providers, and supports enrollment, transportation safety, and funding processes through meticulous data management and

Qualifications

• High school diploma or equivalent required; associate or bachelor’s degree preferred.
• Experience with a Student Information System (SIS) or data entry is preferred.
• Familiarity with NYSED reporting requirements and education data systems preferred.

Responsibilities

• Coordinate daily student transportation across all school buildings.
• Maintain accurate student and staff records in the SIS; process address changes.
• Prepare and submit annual transportation start-up packets to BPS; coordinate billing with districts.

Skills

Attention to detail

Communication skills

Data entry

Organizational skills

Cross-department collaboration

Education

High school diploma or equivalent

Associate or Bachelor's degree preferred

Tools

SIS (Student Information System)

Microsoft Office

Job description

Student Data & Transportation CoordinatorBuffalo/Rochester Academy of Science Charter SchoolPosition SummaryThe Student Data & Transportation Coordinator is responsible for maintaining accurate studentand staff records, coordinating daily student transportation across all school buildings, andensuring timely and accurate district billing. This position plays a key role in supporting studentenrollment, transportation safety, data compliance, and school funding.The coordinator works collaboratively with the Enrollment, Social Work, Data, and FinanceDepartments, as well as Buffalo Public Schools (BPS), transportation providers, andsurrounding school districts, to ensure efficient operations and accurate reporting.Position DetailsPosition Title: Student Data & Transportation CoordinatorSchool: Buffalo/Rochester Academy of Science Charter SchoolDepartment: Data DepartmentReports To: Giray GebesEmployment Type: 12-monthWork Location: Sullivan CenterEssential Duties and ResponsibilitiesTransportation Coordination- Oversee and coordinate daily student transportation services across all school buildings.- Schedule transportation for field trips and athletic events in coordination with Transpo BusServices.- Communicate significant transportation issues to BPS Transportation and follow up to ensuretimely resolution.- Prepare and distribute weekly transportation updates and bus transmittals to families.- Request and obtain bus video footage from transportation providers when incidents occur.- Collaborate with the Enrollment Department to prepare and submit annual transportationstart-up packets to BPS.- Order one-way transportation passes and retrieve them from the transportation office asneeded.- Coordinate with the Social Work Department and McKinney-Vento staff to arrange appropriatetransportation for students experiencing temporary housing situations.- Communicate school calendar changes to BPS and coordinate necessary transportationadjustments.Student and Staff Data Management- Maintain accurate student records in the Student Information System (SIS), includingprocessing address changes and resolving address discrepancies.- Import new student records into the SIS at the beginning of each school year.- Enter and maintain enrollment records for students who enroll throughout the school year.- Process student withdrawals and exits, ensuring required updates are completed in the SISand applicable New York State Education Department (NYSED) systems.- Collaborate with the Data Department to research and resolve discrepancies in stateeducation reporting systems.- Create, update, and deactivate staff records in the SIS as employment and personnel changesoccur.- Create and maintain student email account information as accounts are established orupdated.- Provide student records to receiving schools upon request for students who withdraw ortransfer.- Prepare and send transcripts for current and former students to colleges, universities, andother educational institutions upon request.- Maintain the accuracy, confidentiality, and integrity of student and staff information.Billing and Financial Coordination- Collaborate with the Finance Department to ensure accurate and complete invoices areprepared for school districts.- Prepare and submit invoices every other month to school districts in which enrolled studentsreside to support timely and accurate reimbursement to the school.- Communicate with school district representatives to investigate and resolve billingdiscrepancies, missing information, and other issues that may affect funding.- Maintain organized billing records and supporting documentation to facilitate reconciliation andfollow-up.Qualifications and Skills- High school diploma or equivalent required; an associate or bachelor's degree is preferred.- Experience working with a Student Information System (SIS), student records, or data entrypreferred.- Familiarity with NYSED reporting requirements and education data systems preferred.- Experience coordinating school transportation, communicating with school districts, orprocessing district invoices is an advantage.- Strong attention to detail and commitment to maintaining accurate records.- Excellent written and verbal communication skills, including the ability to communicateprofessionally with families, school staff, vendors, and district representatives.- Strong organizational and time-management skills, with the ability to prioritize multipleresponsibilities and meet deadlines.- Ability to handle confidential student, family, and staff information with discretion.- Proficiency in Microsoft Office applications, spreadsheets, email, and general datamanagement tools.- Ability to work independently while collaborating effectively with multiple departments.- Ability to complete all required background checks and fingerprinting in accordance withapplicable school and regulatory requirements.Work ExpectationsThe Student Data & Transportation Coordinator is expected to maintain accurate and timelyrecords, respond to transportation and data-related concerns promptly, communicate effectivelywith internal and external stakeholders, and ensure that assigned responsibilities are completedin accordance with school procedures and applicable reportingQualifications and Skills- High school diploma or equivalent required; an associate or bachelor's degree is preferred.- Experience working with a Student Information System (SIS), student records, or data entrypreferred.- Familiarity with NYSED reporting requirements and education data systems preferred.- Experience coordinating school transportation, communicating with school districts, orprocessing district invoices is an advantage.- Strong attention to detail and commitment to maintaining accurate records.- Excellent written and verbal communication skills, including the ability to communicateprofessionally with families, school staff, vendors, and district representatives.- Strong organizational and time-management skills, with the ability to prioritize multipleresponsibilities and meet deadlines.- Ability to handle confidential student, family, and staff information with discretion.- Proficiency in Microsoft Office applications, spreadsheets, email, and general datamanagement tools.- Ability to work independently while collaborating effectively with multiple departments.- Ability to complete all required background checks and fingerprinting in accordance withapplicable school and regulatory requirements.