Student Data Specialist

Math and Science Academy; Minnesota; On-site; USD 32,000 - 34,000; Full time

Benefits offered by this job

Comprehensive benefits package

20 days PTO

Job summary

Math and Science Academy is seeking a Student Data Specialist to coordinate enrollment and attendance systems, ensuring accurate movement through applications, enrollment, attendance, and withdrawal processes while providing responsive family support. The role also supports mandated state and federal reporting.

The Student Data Specialist will work under the Student Data Supervisor within the Student Data & Information Team, collaborating closely with Front Office, Guidance, Administration, and

Qualifications

• Strong technical, organizational, communication, and customer-service skills.
• Preferred: Experience in school enrollment, attendance, student records, data management, or administrative work; experience with student information systems; extensive experience with Excel and troubleshooting technical issues.
• Successful candidates demonstrate accuracy, reliability, responsiveness, problem solving, sound judgment, and commitment to MSA's mission and Non‑Negotiables.

Responsibilities

• Coordinate student applications, enrollment, admission, and enrollment processes.
• Maintain enrollment records, student status information, and required documentation.
• Manage waitlist and support the annual lottery process.
• Coordinate new-student enrollment communication with students, families, Guidance, Administration, and other departments.
• Process student withdrawals and required changes of enrollment documentation.
• Request and coordinate incoming student records as assigned.
• Maintain accurate enrollment reports and support enrollment projections and required reporting.

Skills

Strong communication

Customer service

Attention to detail

Confidential data management

Multi-tasking

Excel proficiency

Tools

Excel

Job description

Student Data Specialist

An Equal Opportunity Employer

MSA does not discriminate against any employee or applicant for employment because of race, color, creed, religion,ancestry, national origin, sex, affectional preference, disability, genetic testing, age (except as required by law), maritalstatus or status with regards to public assistance. Individuals will not be excluded from employment rights, participation inor be denied the benefits of, or be otherwise subjected to discrimination under any program, service or activity under theprovisions of any and all applicable federal, state, and local laws against discrimination. MSA prohibits the harassment ofany employee or job applicant.

Position Type: Full-Time, 12-Month (40 hrs/wk, In-Person)

FLSA Status: Non-Exempt

Compensation: $23.00 – $25.00/hour (dependent on experience)

Schedule: Monday – Friday, 8:00 AM – 4:30 PM (occasional adjustments during peak enrollment and back-to-school periods)

Department: Student Data & Information

Reports To: Student Data Supervisor

Direct Reports: None

Benefits: Comprehensive benefits package + 20 days PTO

Position Purpose

The Student Data Specialist coordinates MSA's enrollment and attendance systems, ensuring that students move accurately through application, enrollment, attendance, and withdrawal processes and that families receive clear, responsive support. The Student Data Specialist also assists with the mandated State and Federal reporting.

Where This Role Fits

The Student Data & Information Team, led by the Student Data Supervisor, ensures that student information is accurate, timely, compliant, and usable throughout the student lifecycle.

Each Student Data Specialist has a primary area of expertise while contributing to shared team responsibilities, cross-training, and operational redundancy. This position works especially closely with the Front Office, Guidance, Administration, and the other Student Data Specialist.

MSA Non-Negotiables

• We take care of each other.
• We seek understanding and solve problems through direct conversation. Be curious and brave, not judgmental.
• We treat students, families, and colleagues with dignity and respect. Talk as if they're in the room.
• We focus our energy on solutions, not blame. Be the thermostat, not the thermometer.
• We follow through on agreed-upon responsibilities. Reliability builds trust.
• We presume positive intent. Flip the penny.

Core Responsibilities

• 1. Enrollment & Registration
  • Coordinate student applications, registration, admission, and enrollment processes.
  • Maintain enrollment records, student status information, and required documentation.
  • Manage MSA's waitlist and support the annual lottery process.
  • Coordinate new-student enrollment communication with students, families, Guidance, Administration, and other departments.
  • Process student withdrawals and required change-of-enrollment documentation.
  • Request and coordinate incoming student records as assigned.
  • Maintain accurate enrollment reports and support enrollment projections and required reporting.
  • These responsibilities build from the current Enrollment Coordinator's substantial responsibility for registration, enrollment, waitlists, withdrawals, lottery administration, and new-family communication.
• 2. Attendance
  • Coordinate MSA's daily attendance processes and ensure attendance information is accurate and complete.
  • Monitor missing or inconsistent attendance information and coordinate corrections with staff.
  • Maintain attendance documentation and required reports.
  • Support communication with families regarding attendance processes and records.
  • Partner with Administration regarding attendance concerns requiring administrative intervention.
  • Support required state attendance reporting and data-quality processes.
• 3. Student Information & Data Reporting Support
  • Maintain accurate student information within MSA's Student Information System.
  • Support student demographic, enrollment, attendance, and status data.
  • Assist with State reporting and review of Minnesota Department of Education reports.
  • Prepare recurring reports and assist with data-quality audits.
  • Support state, authorizer, and other required reporting within the position's areas of responsibility.
  • Assist with student records and other Student Data Team functions as assigned.
• 4. Collaboration & Continuous Improvement
  • Collaborate with the Front Office to maintain efficient daily attendance processes.
  • Partner with Guidance and Administration regarding incoming and withdrawing students.
  • Coordinate with the Student Data Specialist – Academic Records & Scheduling as students transition from enrollment into scheduling and academic-record processes.
  • Collaborate with the Student Data Specialist – Front Office where enrollment and transportation intersect.
  • Maintain clear procedures, calendars, and backup capacity for assigned systems.
  • Identify recurring problems and recommend improvements to enrollment and attendance processes.

Shared Team Responsibility

Team members have defined primary responsibilities but may be assigned work elsewhere within the Student Data & Information portfolio based on workload, expertise, staffing, and organizational priorities. Employees are expected to participate in appropriate cross-training and support designated backup responsibilities.

Qualifications

• Required: Strong technical, organizational, communication, and customer-service skills; exceptional attention to detail; ability to manage confidential student information, recurring deadlines, and multiple processes simultaneously.
• Preferred: Experience in school enrollment, attendance, student records, data management, or administrative work; experience with student information systems; extensive experience with Excel and troubleshooting technical issues.
• Successful candidates demonstrate accuracy, reliability, responsiveness, problem solving, sound judgment, and commitment to MSA's mission and Non‑Negotiables.

Working Conditions

Primarily school and office-based with regular interaction with students, families, and staff and extensive use of student-information and office technology. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Specific task ownership, backup responsibilities, procedures, and workflows are maintained through MSA's Operations Manual and Ownership & Redundancy Matrix.