Student Data Systems Specialist

Lakeville-Area-Schools; Lakeville (MN); On-site; USD 80,000 - 92,000; Full time

Job summary

Lakeville Area Schools is seeking a Student Data Systems Specialist for the 26/27 school year. The role oversees district-wide student data systems, workflows, and data structures to support instruction, assessment, and compliance.

The position involves configuring systems, translating program needs into data rules, and ensuring accurate, timely information for educators and program leaders. A strong data governance perspective is essential.

Qualifications

• Bachelor’s degree in education, educational technology, information systems, data management, research and evaluation, or related field.
• Current Minnesota teaching license.
• 3+ years in K-12 data systems, assessment or intervention data systems, gradebook operations, or related functions.
• Ability to translate instructional/program requirements into clear technical specifications.
• Experience designing and delivering training for adult learners.

Responsibilities

• Administer and configure district student data systems and applications (e.g., Infinite Campus, EduClimber).
• Design and maintain standardized data workflows for collection, transfer, validation, and reporting.
• Maintain documentation, SOPs, calendars, and training resources for continuity.
• Support FERPA compliance, data privacy, and appropriate access controls.
• Organize post-assessment data for instructional decisions and program monitoring.
• Coordinate with DAC, district leaders, and technical staff; back up DAC when needed.
• Prepare recurring data reports and dashboards for district and school leaders.

Skills

Project management

Communication

Problem solving

Organizational skills

Data systems troubleshooting

Stakeholder liaison

FERPA knowledge

Education

Minnesota teaching license

Bachelor's degree in education/ed tech/data systems

Tools

Infinite Campus

EduClimber

FastBridge

CAPTI

ClassLink

Tableau

Power BI

Looker Studio

Job description

Lakeville Area Schools has a Student Data Systems Specialist position available for the 26/27 school year.
This position is a 261 days per year 8 hours a day position.
Salary: $80,000 - $92,000

Position summary

The Instructional Data Systems Specialist provides districtwide ownership of the user-facing student data systems, operational workflows, and data structures that support instruction, assessment, specialized programs, compliance, and continuous improvement. The position configures and maintains systems; translates program requirements into consistent data structures, district-approved decision rules, reports, and processes; and ensures that educators and program leaders have timely, accurate, usable information. The specialist serves as the liaison between instructional program leaders and technical staff, partners closely with the District Assessment Coordinator (DAC) and technical data analytics staff, and serves as the district's backup DAC.

Essential duties and responsibilities

The essential functions of this position may include, but are not limited to, the following fundamental duties:

Student data systems administration and configuration

• Administer and configure district student data systems and applications, including EduClimber, Infinite Campus gradebook and assessment structures, FastBridge, CAPTI, ClassLink-connected applications, and other assigned instructional data tools.
• Manage annual system cycles, including school-year rollovers, data-entry windows, benchmarks, smart forms, thresholds, tags, permission groups, rosters, archives, and other recurring configurations.
• Maintain role-based access and user permissions in collaboration with program leaders and technology staff, ensuring that staff have appropriate access based on job responsibilities.
• Coordinate with technology staff and vendors to troubleshoot system issues, resolve service requests, and improve the usability and reliability of district data tools.

Data workflows, quality, and documentation

• Design and maintain standardized workflows for collecting, transferring, validating, storing, archiving, and reporting student data across district systems and programs.
• Conduct routine data validation and quality checks; identify inconsistencies, determine likely sources, and coordinate timely corrections with the appropriate system or program owner.
• Develop and maintain annual operating calendars, standard operating procedures, system configuration records, process maps, training resources, and other documentation necessary for continuity and consistent implementation.
• Support district data-governance practices, including common definitions, data ownership, responsible access, retention, privacy, and compliance with FERPA and applicable state and federal requirements.

Instructional and specialized program data support

• Organize and prepare post-assessment data so teachers, school leaders, and program leaders have timely and actionable information for instructional and program decisions.
• Translate criteria established by program leaders into documented data rules, system configurations, rosters, threshold reports, and recurring workflows that support consistent implementation.
• Develop and maintain data structures and operational processes for programs including MTSS, Title I, English Language Development, Special Education, Gifted and Talented/Honors, Achievement and Integration, ADSIS, Bilingual Seals, the Local Literacy Plan, and other specialized or legislatively required initiatives.
• Support program monitoring, eligibility and placement processes, intervention documentation, compliance reporting, and program evaluation while ensuring that final instructional and eligibility decisions remain with the appropriate program leaders and teams.

Gradebook and assessment data operations

• Configure and maintain PK-12 Infinite Campus gradebook structures in partnership with Teaching and Learning and technology staff, including benchmarks, assignments, proficiency scales, curriculum-copy processes, grading periods, and posting structures.
• Provide operational support and quality assurance for gradebook setup, use, and posting; monitor consistency and completeness and help staff resolve configuration or workflow problems.
• Partner with the DAC on assessment calendars, rosters, data transfers, score uploads, result distribution, and assigned state and district reporting processes; maintain current knowledge of MDE assessment procedures and requirements.
• Coordinate assigned operational components of district assessments and assessment-related programs, ensuring that results are accurately transferred to Infinite Campus, EduClimber, and other approved reporting systems.
• Serve as backup DAC to ensure continuity of assessment administration and compliance when the DAC is unavailable or when additional district capacity is required.

Instructional–technical liaison, reporting, and communication

• Coordinate shared data views and dashboards/visualizations aligned to the district's strategic goals, objectives, and initiatives, ensuring leaders across departments and schools use consistent measures of progress to guide implementation and decision‑making.
• Serve as a liaison between instructional program leaders and technical staff by translating program needs into clear requirements for system configurations, reports, data extracts, dashboards, and other solutions.
• Partner with technical data analytics staff to define report and dashboard requirements, provide or validate source data, test outputs, and confirm that technical products accurately represent program definitions and intended use.
• Prepare recurring reports, data files, and descriptive summaries for district and school leaders; support approved data requests from district departments, the School Board, families, and community stakeholders.
• Maintain current staff- and family-facing information related to assigned data systems, assessment results, gradebook processes, and data access in collaboration with program leaders and Communications.

Professional learning and implementation support

• Design and deliver training, job aids, and implementation support for teachers, learning specialists, site assessment coordinators, administrators, and program staff on data systems, workflows, gradebook processes, and responsible data use.
• Support staff in locating, interpreting, and using available data while clearly communicating the purpose, limitations, and appropriate uses of each data source.
• Gather user feedback, identify recurring implementation barriers, and recommend system, documentation, or workflow improvements to the supervisor and relevant district teams.
• Participate in cross‑functional teams and recurring implementation cycles that require coordination among Integrated Continuous Improvement, Teaching and Learning, Student Services, Special Education, Technology, Communications, and school leaders.

Leadership for equity and responsible data use

• Use equity‑centered data practices that support access, inclusion, and appropriate interpretation of student information without reinforcing deficit‑based assumptions.
• Help ensure that district‑approved criteria and workflows are applied consistently across schools and student groups; identify patterns that may indicate inequitable access, implementation, or outcomes for further review by program leaders.
• Protect student confidentiality and promote ethical, transparent, and responsible use of data in all systems, reports, communications, and professional learning.

Key collaborative relationships

• District Assessment Coordinator: Leads state and district assessment administration, security, compliance, and accountability; this position supports operational processes and provides backup capacity.
• Technical Data Programming, Analytics and Student Information Systems Staff: Leads programming, system integration, SQL/report development, and dashboard construction; this position defines instructional and program requirements, supports source‑data readiness, and validates usability and accuracy, in configuration with student information system experts
• Teaching and Learning, Student Services, Special Education, Achievement and Integration, Program Leaders: Establish instructional expectations, program criteria, and intended data uses; this position translates those requirements into reliable systems and repeatable operational processes.

This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position. Duties and responsibilities may be modified or assigned as necessary to meet the operational needs of the District, consistent with applicable laws, collective bargaining agreements, and reasonable accommodation requirements.

Additional duties and responsibilities

• Coordinate assigned vendor relationships, licenses, renewals, and budgets in collaboration with the supervisor, technology staff, procurement, and program leaders.
• Support recurring district reporting and data‑preparation cycles, including local, state, and federal requirements, as assigned.
• Attend professional meetings, workshops, and training necessary to maintain current knowledge of student data systems, assessment operations, gradebook practices, privacy, and reporting requirements.
• Perform other duties of a similar nature or level as assigned by the Director of Integrated Continuous Improvement

Required qualifications

• Bachelor's degree in education, educational technology, information systems, data management, research and evaluation, or a related field.
• Current Minnesota teaching license.
• At least three years of successful experience in K-12 education involving student information systems, assessment or intervention data systems, gradebook operations, program data management, or a closely related function.
• Demonstrated experience configuring and maintaining data systems, developing repeatable workflows, validating data, documenting processes, and troubleshooting user or system issues.
• Demonstrated ability to translate instructional or program requirements into clear technical and operational specifications.
• Experience designing and delivering training or support for adult learners with varied levels of technical expertise.
• Knowledge of student data privacy, security, confidentiality, and applicable requirements, including FERPA.
• Strong project‑management, communication, problem‑solving, and organizational skills, including the ability to manage multiple recurring cycles and deadlines with close attention to detail.
• Valid driver's license and ability to travel between district buildings.

Preferred qualifications

• Five or more years of successful classroom, instructional leadership, or K‑12 program‑support experience.
• Minnesota administrative license or other advanced training in education, data systems, assessment, or educational leadership.
• Experience with Infinite Campus, EduClimber, FastBridge, CAPTI, ClassLink, Tableau, Power BI, Looker Studio, or comparable systems.
• Knowledge of balanced assessment systems, gradebook configuration, MTSS, and data requirements for specialized instructional programs.