Administrative Coordinator - Testing Services

Job Description

Job Description

Description:

Job Category: Year Round – Salaried Professional Employees

Classification: FTE 1.0

Job Location: Onsite

Starting Salary: $41,400 - $68,400

Reports To: K-12 Academic Program Manager

Description

Hmong College Prep Academy’s mission is to provide the best integrated, challenging, and well-rounded educational experience to students in grades K-12. If you want to make a difference as part of a dynamic educational community, we invite you to apply to join our team at Hmong College Prep Academy where graduates will be rich in experiences, culture, knowledge and pride, and will be ready for the challenges of college and beyond.

Position Summary

HCPA is a Title I charter school that serves students through a schoolwide instructional plan focused on meeting the needs of at-risk learners. The Administrative Coordinator performs a wide variety of administrative duties in support of the Academic Leadership Team. Working closely with the K-12 Academic Program Manager, this role supports the District Assessment Coordinator's responsibilities by assisting with testing operations, managing assessment platforms, coordinating reporting, maintaining assessment data, ensuring school and district testing accountability, supporting intervention programs, and providing professional development on using assessment data to strengthen curriculum and instructional practices.

Responsibilities

Primary Job Functions

• Provide consultation and support on educational assessments and testing.
• Assist with the coordination and management of all district and state assessments.
• Assist with the development and coordination of professional development associated with assessment administration and best practice strategies for interpreting and using results.
• Analyze achievement and assessment data to support Teaching and Learning Services.
• Prepare and disseminate school- and district-level reports associated with assessment data.
• Present data to appropriate groups.
• Support sites and departments in organization and analysis of data and provide training for continuous improvement data practices.
• Assist in compliance of federal, state, and local policies and procedures regarding assessment and accountability.
• Collaborate with the K-12 Academic Program Manager on developing the district assessment calendar.
• Serve as primary backup to Administrative Coordinator - Subbing Services
• Additional duties and responsibilities as assigned.

Assessment Management & Coordination

• Provide leadership and technical support for educational assessment and testing, including consultation on the selection and use of assessments.
• Maintain knowledge about all current assessment trends and strategies.
• Serve as the School Assessment Coordinator under the District Assessment Coordinator, the secondary point of contact for the MN Department of Education and school assessment teams to coordinate the administration of assessments.
• Assist with the development and presentation of training on administering student assessments and appropriate uses of assessment data.
• Assist with the development and coordination of procedures for test registration and rostering, collecting and transferring data, and analysis and reporting of assessment results.
• Collaborate with and support district service and school staff to use data for continuous improvement.
• Collaborate with curriculum and professional development specialists to educate staff in effective assessment practices.
• Additional duties and responsibilities as assigned.

Data Management & Analysis

• Maintain and analyze assessment data for reporting.
• Prepare reports and data visualizations of assessment data.
• Collaborate with technology staff, student Information staff, and external vendors to securely transfer data across data systems.

Communications & Community Relations

• Serves as the secondary point of contact with the Minnesota Department of Education (MDE) to ensure district compliance with all state assessment requirements, mandates, and statutes.
• Collaborates with school leadership, assessment teams, and staff to coordinate and support the successful administration of district and state assessments.
• Communicates effectively and professionally with students, families, staff, supervisors, and community members to foster positive relationships and provide responsive support.
• Partners with assessment vendors to ensure testing is administered in accordance with all security protocols, policies, and procedural requirements.
• Coordinates with student information system and assessment platform vendors to ensure the secure and accurate transfer of student data.
• Interprets and communicates assessment results in a clear, accurate, and meaningful way to support instructional decision-making and continuous improvement.
• Develops and delivers presentations, trainings, and informational resources related to assessment programs, processes, and data.
• Demonstrates exceptional written, verbal, and presentation skills across a variety of audiences.
• Promotes equity, inclusion, and cultural responsiveness in all interactions, communications, and job responsibilities.
• Represents the district by participating in local, regional, and state assessment committees, workgroups, and professional organizations as appropriate.

Job Specifications (Education, License, Experience, Knowledge, Skills, And Abilities)

• Knowledgeable in educational assessments, including but not limited to state-mandated tests (MCA III/MTAS, ACCESS and Alternate ACCESS for ELLS, and ACT), academic achievement and growth assessments, kindergarten readiness assessments, college readiness and entrance exams, talent development assessments, and others.
• Experience working in a K-12 educational setting.
• Strong technology and analytical skills. Proficient in data management software and tools (e.g., SPSS or another statistical analysis software, Excel, Google Sheets, Qualtrics or another data collection tool, Tableau, and others).
• Experience with student data systems (e.g., Campus, Viewpoint, Schoology, Naviance, and others).
• Strong understanding of research-based practices for developing and analyzing assessment data.
• Prompt, regular and reliable attendance.
• Demonstrates an appreciation of diversity in all interactions and job functions.
• Strong project and time management skills.
• Strong communication and presentation skills.
• Demonstrates ability to work collaboratively and cooperatively with others.
• Demonstrates ability to work independently and troubleshoot data issues that arise.
• Prompt, regular and reliable attendance.
• Communicates with students, parents, co-workers, supervisors, and the community in a positive and responsive way that is consistently welcoming and enhances effective work relationships.
• Demonstrates an appreciation of diversity in all interactions and job functions.
• Additional duties and responsibilities as assigned.

Accountabilities

• Supports school goals and objectives consistent with the vision, mission, and values of HCPA.
• Participates in creating a culture of excellence, teamwork and collaboration amongst the staff, teachers, students, and families; a culture that is positive, open to the views of others, and uses social skills to resolve conflicts.
• Establishes and maintains effective and cooperative relationships with students, parents, teachers, and other school staff.
• Responds appropriately and promptly to parent, student, and staff member needs.
• Maintains strict confidentiality regarding students and the educational setting.

Engagement Activities

Volunteer activities

One volunteer activity is Required. Salaried employees may select the activity that best fits with their interests and areas of expertise. These activities may include school dances, prom, concerts, theatre productions, etc.

Required activities:

• Fall and Spring Parent /Teacher Conferences
• Kindergarten Round-up and Literacy Night
• New Student Open House
• HCPA Graduation

Misc. Committees

There are many additional opportunities for salaried staff to engage with the community and personally expand their skills. Participation in these committees is highly encouraged.

Requirements:

Required Qualifications

• Bachelor’s Degree or equivalent of experience.
• Ability to work in a cooperative and collaborative learning environment.
• Knowledge of computer operation, applications, data entry and retrieval.
• Knowledge of office procedures, practices, and policies.
• Knowledge of first aid procedures.
• Ability to work under pressure, completing work in an accurate manner while meeting conflicting deadlines and schedules which are often set by others despite frequent interruptions.
• Ability to use initiative and exercise sound and effective judgment within established guidelines.
• Strong interpersonal skills - the ability to work effectively with students, parents, district staff and community members from diverse backgrounds.
• Ability to communicate effectively, both verbally and in writing.
• Excellent organizational and time management skills; ability to multi-task.
• Knowledge of the programs, functions, and procedures of a school setting.
• Ability to remain calm in emergency and stressful situations.
• Ability to exercise initiative and sound and effective judgment within established guidelines.
• Ability to Analyze situations carefully and adopt effective courses of action.

Preferred Qualifications

• 3+ years of administrative experience
• Experience working with children of diverse ethnic backgrounds in an urban school setting

Work Environment/Conditions

• Duties are normally performed in a school/classroom environment; school building is a multi-level building that has an elevator and is accessible.
• Position requires extensive interaction with children of all ages.
• Possible exposure to loud and noisy locations (e.g. loud classrooms or cafeterias; children speaking or laughing loudly).
• Operate standard equipment (computer, fax machine, telephone, copier machines, etc.).
• Fast-paced environment.
• Requires frequent keyboarding which calls for repetitive motion and rapid eye movements, frequent use of the telephone.
• Position requires the ability to sit for extended periods of time, ability to push, reach, or bend.
• Work may require weekend and/or evening work and some travel may be required.

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Equal Employment Opportunity Hmong College Prep Academy District is an equal opportunity employer and supports an inclusive workplace environment.