Student Information & Operations Manager

We are seeking a dynamic and highly organized Student Information & Operations Manager to lead the administration and operational functions of our educational institution. This pivotal role involves managing student data, overseeing admissions and enrollment processes, ensuring compliance with educational regulations, and supporting student recruitment efforts. The ideal candidate will possess strong leadership skills, excel in data management, and demonstrate a passion for fostering an engaging learning environment. This paid position offers an exciting opportunity to contribute to the success of students and the institution's operational excellence., Supervises: Front Office Administrative Staff, Receptionist(s), Student Workers and Volunteers (as assigned)

Work Schedule: Monday-Friday, 8:15 a.m. - 4:30 p.m., with occasional evenings and additional hours for school events, registration activities, and operational needs., The Student Information & Operations Manager serves as a key administrative leader responsible for ensuring the efficient operation of Excell Academy's student information systems, enrollment processes, front office operations, attendance management, student records, transportation coordination, family communications, and operational readiness.

As the school's operational hub, this position provides leadership in managing accurate student information, maintaining regulatory compliance, delivering exceptional customer service, and continuously improving operational systems that support student success.

The Student Information & Operations Manager collaborates closely with the Executive Leadership Team, Operations Leadership Team, instructional staff, families, and community partners to ensure operational excellence and a welcoming, organized, and student-centered environment.

Mission Alignment

The Student Information & Operations Manager supports Excell Academy's mission of Changing Tomorrows for Children Today by ensuring that every student and family experiences efficient systems, exceptional customer service, accurate student information management, and operational excellence that supports academic achievement and the whole-child educational experience.

This position models and promotes Excell Academy's Core Values through professionalism, integrity, collaboration, equity, high expectations, continuous improvement, and an unwavering commitment to students and families., * Lead the student enrollment and admissions process from inquiry through student placement.

• Coordinate annual online registration and enrollment activities.
• Maintain enrollment projections, waiting lists, and student placement records.
• Organize and support Registration Day, Open House, Family Information Nights, and student orientation.
• Conduct school tours for prospective families.
• Collaborate with school leadership on enrollment capacity and recruitment strategies.
• Prepare enrollment reports and dashboards to support leadership decision-making.
• Coordinate enrollment communications with families.

Student Information Systems & Records Management (20%)

• Serve as the primary administrator for the school's Student Information System (Infinite Campus).
• Maintain complete, accurate, and confidential student records.
• Coordinate cumulative file management, transfers, withdrawals, and records requests.
• Maintain emergency contact information and student demographic records.
• Support MARSS reporting and state reporting requirements.
• Conduct routine data audits to ensure accuracy and compliance.
• Ensure compliance with FERPA and all applicable state and federal student record regulations.

Attendance & Student Compliance (10%)

• Oversee daily attendance processes and reporting.
• Monitor attendance trends and chronic absenteeism.
• Communicate with families regarding attendance concerns.
• Collaborate with Student Support Services regarding truancy interventions.
• Prepare attendance reports for school leadership.
• Maintain accurate attendance documentation.

Front Office Operations (15%)

• Lead daily front office operations to ensure a welcoming, safe, and professional environment.
• Coordinate reception services, visitor management, telephone communications, mail distribution, and office procedures.
• Ensure visitor management and school security procedures are consistently followed.
• Coordinate office supply inventory and purchasing.
• Provide support to students requiring front office assistance.
• Assist with minor student health needs when appropriate.

School Operations & Operational Planning (10%)

• Coordinate operational readiness for the beginning and end of each school year.
• Assist in planning Registration Day, Open House, Family Orientation, and other major school events.
• Develop and maintain operational calendars, procedures, and administrative workflows.
• Coordinate operational logistics supporting schoolwide initiatives.
• Support emergency preparedness planning and operational continuity.

Transportation Coordination (5%)

• Prepare transportation files and student transportation records.
• Coordinate transportation changes resulting from enrollment activity.
• Collaborate with transportation providers regarding student assignments.
• Communicate transportation information to families.
• Assist with transportation planning for school events and orientation activities.

Family Experience & Customer Service (5%)

• Serve as a primary point of contact for students, families, and community members.
• Develop enrollment, registration, transportation, and operational communications.
• Coordinate newsletters and parent notifications as assigned.
• Promote exceptional customer service throughout all front office operations.
• Support family engagement initiatives and schoolwide events.

Operational Systems Improvement (5%)

• Evaluate operational procedures and recommend improvements that increase efficiency and effectiveness.
• Develop and maintain Standard Operating Procedures (SOPs) for key administrative processes.
• Support the implementation of technology solutions that improve workflow.
• Identify opportunities to enhance the family experience and operational performance.

Administrative Leadership Support (5%)

• Provide confidential administrative support to the Associate Director and Executive Director.
• Prepare reports, presentations, and operational documents as assigned.
• Coordinate administrative meetings and special projects.
• Collaborate with the Executive Leadership Team, Operations Leadership Team, and Collaborative Leadership Team on school improvement initiatives.

School Uniform Program & Office Support (2%)

• Coordinate student uniform ordering, inventory, sales, and distribution.
• Maintain accurate records related to uniform inventory and purchases.

Professional Responsibilities (3%)

• Participate in ongoing professional development related to school operations, student information systems, leadership, customer service, and compliance.
• Attend Administrative Support Team, Operations Leadership Team, and other assigned meetings.
• Participate in school committees and major school events.
• Demonstrate professionalism, integrity, and a commitment to continuous improvement.
• Perform additional duties as assigned to support the mission and operational success of Excell Academy.

Performance Expectations

Success in this position is demonstrated through:

• Accurate and timely management of student information and records.
• Efficient enrollment and registration processes that support annual enrollment goals.
• Timely and accurate attendance reporting.
• High-quality customer service for students, families, and staff.
• Compliance with FERPA, MARSS, and all applicable regulations.
• Successful coordination of operational events and school readiness activities.
• Continuous improvement of operational systems and administrative procedures.
• Effective collaboration with school leadership and departments.
• Professional communication and responsiveness.
• Positive contributions to Excell Academy's mission, culture, and organizational excellence.

• Organizational leadership
• Systems thinking
• Exceptional customer service
• Professional communication
• Sound judgment and decision-making
• Operational planning and project management
• Continuous improvement mindset
• Data accuracy and accountability
• Confidentiality and ethical conduct
• Initiative and problem-solving
• Cultural responsiveness
• Collaboration and relationship building
• Adaptability and flexibility
• Commitment to organizational excellence, * Bachelor's Degree with a minimum of one (1) year of professional administrative or operational experience

OR

• High School Diploma or GED with a minimum of five (5) years of progressively responsible administrative or operational experience

Preferred

• Experience in a K-12 school or charter school setting
• Experience with Infinite Campus or comparable Student Information System
• Knowledge of Minnesota MARSS reporting and student records requirements
• Experience coordinating school operations, enrollment, or front office management

Knowledge, Skills & Abilities

The successful candidate demonstrates the ability to:

• Maintain highly accurate student information and records
• Coordinate multiple projects and priorities simultaneously
• Provide exceptional customer service to students, families, and staff
• Exercise sound judgment while maintaining strict confidentiality
• Communicate effectively both verbally and in writing
• Build positive relationships with diverse families and community partners
• Utilize technology to improve operational efficiency
• Analyze data and identify trends to support decision-making
• Work collaboratively across departments
• Lead operational improvements while maintaining attention to detail, The employee must be able to perform the essential functions of the position with or without reasonable accommodation. Duties include prolonged periods of sitting, standing, walking, bending, lifting up to 25 pounds, frequent computer use, and occasional movement of office materials and supplies.

Pulled from the full job description

• Health insurance
• Retirement plan
• Paid time off
• Vision insurance
• Health savings account
• Dental insurance
• Flexible spending account, Work is performed primarily in a school office environment with frequent interaction with students, families, staff, community partners, and visitors. Occasional evening and weekend work may be required to support enrollment activities, family events, professional development, or other operational needs.

Other Duties

This position description is intended to describe the general nature and level of work performed. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Employees may be assigned additional responsibilities as needed to support the mission, vision, and operational needs of Excell Academy.

Excell Academy is an Equal Opportunity Employer

Pay: $48,000.00 - $55,000.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance