Student Systems Specialist

The Student Systems Specialist is responsible for the integrity, accuracy, and operational management of the YWCA GLA student information system (SIS Hubbe) across all Child Development centers. This role serves as the primary system administrator, data quality and audit lead, trainer, and compliance resource - ensuring that student records, enrollment data, and state reporting requirements meet all applicable regulatory standards including California Department of Education (CDE), California Department of Social Services (CDSS), and Child and Adult Care Food Program (CACFP) guidelines.

Statement of Duties

• Conduct periodic and on-demand validation of SIS Hubbe data across all YWCA GLA Child Development centers, including but not limited to: student birthdays, enrollment status, program assignments, certification dates, abandonment of care records, 9400 data, and cross-referencing records against CA Dept of Education 801 reports
• Identify, document and resolve data discrepancies to ensure accuracy and consistency across all center locations
• Serve as the primary SIS Hubbe system administrator, managing user accounts, access levels, and permissions across all sites
• Provide Level 1 technical support to end users;escalate unsresolved issues and system change requets to the vendor technical team for resolution and implementation
• Monitor system updates, communicate changes to affected staff, and document all system modifications for recordkeeping purposes
• Train and onboard all new YWCA GLA Child Development staff on SIS Hubbe
• Develop and maintain comprehensive user manuals and standard operating procedures that support consistent database usage and reflect current system configurations
• Ensure all student records, enrollment data, and reporting practices comply with applicable guidelines from the California Department of Education (CDE), California Department of Social Services (CDSS), Child and Adult Care Food Program (CACFP), and all other relevant regulatory bodies.
• Support all internal annual audits and external program audits (conducted on a triennial cycle), including preparation, documentation, and data retrieval from SIS Hubbe.
• Assist program administrators and the Child Development leadership team with routine and on-demand data reporting from SIS Hubbe to support program operations, grant compliance, and leadership decision-making.
• Support the development and ongoing updating of program-specific policies, procedures, enrollment forms, and family notices related to student records and data management.
• Perform other duties as assigned by supervisor

Do you have a valid Driver’s License license?, Do you have experience in Microsoft Outlook?, Do you have a Associate’s degree?, * Associate’s degree in Information Systems, Early Childhood Education, Business Administration, or a related field; or a minimum of three (3) years of relevant work experience in data management, student records, or program administration in an educational or nonprofit setting. An equivalent combination of education and experience will be considered.

• Minimum of two (2) years of experience in data entry, student records management, or administrative support in an educational or early childhood program environment.
• Familiarity with California child development funding and reporting requirements, including CDE contracts, 801A/B reports, CDSS, and CACFP guidelines, is preferred.
• Experience with student information systems; SIS Hubbe experience strongly preferred.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook); experience with database reporting tools a plus.
• Strong attention to detail, organizational skills, and ability to manage multiple priorities across multiple site locations.
• Bilingual English/Spanish preferred
• Valid CA Driver’s license, car insurance and reliable personal vehicle and willingness to travel between YWCA GLA Child Development center locations as needed
• Successful completion of background check clearance for work in a child development setting

YWCA Greater Los Angeles (GLA) is dedicated to eliminating racism, empowering women and promoting peace, justice, freedom and dignity for all. We provide direct services, empowerment programming, and advocacy to support marginalized individuals and families, especially women and girls of color, while working to challenge structural barriers to equity.