Associate Director of Information Services and State Reporting

Here’s what you need to know:

The Associate Director of Information Services and State Reporting will lead KIPP Miami and its future Florida regions with its data reporting requirements to ensure it secures funding. They will work virtually across all teams from enrollment, school and regional operations, data, and academics to ensure that we are accurately collecting and reporting data to the local district, state and federal government. This data drives our access to funding and ensures we stay in good standing with various laws. They will ensure that we are “audit-ready” at any time and maintain accurate information in anticipation of state Full Time Enrollment (FTE) counts by training others, managing reporting, and ensuring the campus-based registrar has the systems and resources to keep our schools' reporting accurate and on time.

Here's what you'll do:

State FTE Reporting

• Project manage all aspects of FTE submissions to the State of Florida. Manage DOE survey submissions, ensuring accurate and timely transmissions by reviewing and correcting errors, validating, and handling exception reports.
• Validate FTE information with school and district-level administrators.
• Train schools to facilitate the collection of student and staff information in Focus, our School Information System (SIS).
• Oversee data preparation and system accuracy for FEFP audits, collaborate with schools and departments during audit reviews, and implement corrective actions and process improvements to prevent future audit findings.
• Liaison and coordinate with FLDOE and consortium for all submissions and data templates.
• Coordinate with different internal teams to ensure timely submissions:
• Ensure that the school follows all state and federal data collection/ reporting requirements. 
• Coordinate with the Teaching and Learning team to annually update the Academic Program Guide to ensure course coding and scheduling guidelines are in alignment with state law. 
• Coordinate with the Director of Student Experiences (DSE) on all culture-related data. 
• Coordinate with Exceptional Student Education (ESE) for all ESE data points related to FTE submissions
• Assist in the development of the curriculum bulletin, prepare subject selection cards, and aid in the production of the Master Schedule.
• Drive regional enrollment processes in Focus, including roll-over timelines, audit timelines, and data submission deadlines. 
• Respond to inquiries regarding registration, foreign student registrations, student records, FTE accounting and reporting, and master schedule compliance. 
• Audit student registration processes at schools, including student record keeping and scheduling.
• Audit FTE submissions for errors and run simulation reports.
• Verify student enrollment for various local or state agencies, as required.
• Serve as custodian of student records; review the retention of student records and ensure compliance with State and district regulations pertaining to the same.
• Run audit reports on student records in compliance with graduation requirements. 
• Review data submissions for additional high school funding streams, including CTE, DE, and other weighted funding categories. 
• Coordinate with school staff and human resources to ensure the accuracy of ACES and staff onboarding processes and data submissions. 
• Maintain all backup documentation related to FTE reporting.

Internal Regional Compliance

• Work with school operations leadership to ensure compliance communication is turnkeyed and action steps are completed at the schools.  
• Support updates to the Code of Conduct, Family Handbook, Student Services Guide, and Academic Program Guide to align with any legislative changes. 
• Coordinate with school staff for enforcement and accountability of attendance protocols.
• Ensure the enforcement and accountability of truancy reports and reporting to the state. 
• Ensure the enforcement and accountability of student culture and discipline protocols and documentation at schools. 

Student Information System (SIS) Management 

• Attend all FLDOE, consortium, and Focus training and turnkey necessary updates and training. 
• Deliver data-entry training for school staff.
• Coordinate and support KIPP internal teams, including the Data Team, Director of ESE, Teaching and Learning, and Student Experiences, to ensure compliance with Focus and internal reporting needs for schools. 
• Provide technical assistance and issue resolution for SIS users on “Tier 1” data compliance support to schools. 
• Confirm the accuracy of data fields on submissions for federal and state grants.
• Confirm data in the ongoing FLDOE reports of school.

Team Management

• Manage campus-based registrar role.
• Monitor data entry operations at each school for accuracy and timeliness.
• Lead the registrars in setting goals, driving the work to hit the goals, and holding the team accountable.
• Ensure that registrars enter all data at the school level in a timely and accurate manner.
• Manage, support, train, and coach the registrars on SIS operation.
• Ensure staff actively participate in required training.
• Provide and lead as necessary professional development opportunities to ensure high performance and nurture the professional growth of the team.
• Lead team in addressing any audit findings or corrective action plans