Records Coordinator

Records Coordinator

Insight PA believes in Education for ANY ONE. We provide families an online option for a high-quality, personalized education experience. Students can thrive, find their passion, and learn in an environment that encourages discovery at their own pace. In support of this, we are committed to creating and maintaining a culture of inclusion and diversity where our employees are passionate about serving students and families, treat one another and customers with respect, challenge each other to innovate and always strive to do better. The mission of Insight Pennsylvania Cyber Charter School is to provide an exemplary individualized and engaging educational experience for students by incorporating school and community/family partnerships coupled with a rigorous curriculum along with a data-driven and student-centered instructional model. Student success will be measured by valid and reliable assessment data, parent and student satisfaction, and continued institutional growth within the academic community.

The Records Coordinator provides critical operational support for the Records team, ensuring the accuracy, security, accessibility, and legal compliance of all student and institutional records. In this role, the coordinator assists the Director of Administrative Services in providing operational oversight and strategic evaluation to improve efficiency on the Records Team. This position coordinates the day-to-day processing, maintenance, and audit readiness of student files and data in accordance with the Family Educational Rights and Privacy Act (FERPA), Pennsylvania Department of Education (PDE) requirements, and Insight PA policies and procedures. The Records Coordinator ensures that student information is maintained in a manner that supports school leadership, meets compliance obligations, and delivers a seamless experience for families and staff. This is a full-time position, 12 month position. Ability to work independently, typically 40 hours per week is required. Ability to maintain a professional home office without distraction during workday, typically 8-4 or as defined by the school.

Essential Functions Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties. Supervises, monitors, and evaluates the daily work assignments of the Records team, including registrars, withdrawal staff, family compliance liaison, and any temporary or supplemental records staff. Drives team performance by providing strategic guidance and regular coaching, ensuring tight alignment with organizational objectives. Monitors the Student Records Inbox and monitors and delegates requests amongst the Records Team members. Serves as the primary point of contact for reviewing guardianship and custody paperwork. Serves as the primary point of contact for internal and external stakeholders regarding student records, transcript requests, enrollment documentation, withdrawals, cumulative files, and related records concerns. Ensures that student records are requested, received, processed, and filed within prescribed timeframes and in accordance with PA Public School Code and school expectations. Maintains and audits student databases to ensure accuracy of student demographic, enrollment, withdrawal, and records information. Oversees the creation, maintenance, organization, and retention of both digital and paper student cumulative files, student records, and related institutional documentation. Establishes and maintains secure access to student records and oversees the proper retention and disposal of confidential student information. Ensures that all Records team procedures and practices comply with FERPA, PDE mandates, and all other applicable federal, state, and school-level regulations and guidelines. Works with the Director of Administrative Services to create, review, and revise records-related procedures, workflows, and documentation to improve efficiency, consistency, compliance, and service delivery. Collaborates with School Nurses, Special Education staff, and other internal teams to ensure timely and accurate processing of medical records, special education records, and other protected student documentation. Ensures timely and accurate filing of all internal student records, including report cards and other school-generated documents. Supports leadership through reporting, records audits, and process analysis to identify concerns, improve systems, and maintain compliance readiness. Develops staff schedules and coverage plans to ensure records team responsiveness during peak enrollment and records-processing periods. Performs additional tasks and responsibilities as assigned.

Supervisory Responsibilities Directly supervises five to ten full-time equivalent (FTE) Records employees and/or contractors. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include training, planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; and addressing complaints and resolving problems.

Minimum Required Qualifications Associate's Degree AND Three (3) Years of relevant work experience in operations, records management, or a related field OR Equivalent combination of education and experience All PDE required clearances and background checks as required to work in a Pennsylvania public school Minimum Required Skill Set Excellent organizational and time management skills Software Proficiency: Professional experience with Microsoft Office (Excel, Word, Outlook, Teams) and Google Suite. Experience working in a Student Information System (SIS) Technical Literacy: Ability to navigate and manage multiple online systems and databases. Strong written and verbal communication skills Analytical Thinking: Ability to define problems, collect data, establish facts, and draw valid conclusions.

Preferred Qualifications Bachelor's Degree in a related field of study Experience working in a public school or cyber school environment Experience in a supervisory or management role Certificates and Licenses None required Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This is a hybrid position. When office days are required, the noise level in the office is usually moderate (computers, printers, light foot traffic). This exempt position requires flexibility in work hours and may include adjusted schedules, occasional extended hours during peak operational periods, and participation in enrollment or community events outside of normal business hours, as organizational needs require. This position will include limited travel and will include limited overnight travel. This is estimated to be less than 10%of the time. Travel will be required for community events, PD, and team leadership meetings.

Job Performance Requirements The mental and physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. Ability to sit and stand for extended periods of time. Ability to exhibit mental dexterity to "dial" a telephone, to enter data into a computer, to read a computer screen and printed material, to hear and understand speech at normal office/workplace levels, and on the telephone, and to speak in audible tones so that others may understand clearly in the workplace and on the telephone. Ability to physically lift up to 30 pounds. Ability to read, analyze, and interpret workplace documents, technical procedures, research studies, and governmental regulations. Ability to write reports with clarity. Ability to interface diplomatically with all members of the school community - administrators, teachers, parents, students, Board members, support staff, colleagues, and outside professional contacts. Ability to coordinate and use technology for a variety of workplace purposes and communications. Ability to define problems, collect data, establish facts, and draw valid conclusions.

The above job is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor. All employment is "at-will" as governed by the law of the state where the employee works. It is further understood that the "at-will" nature of employment is one aspect of employment that cannot be changed except in writing and signed by an authorized officer. Insight PA is a Federal Contractor, an Equal Opportunity/Affirmative Action Employer and a Drug-Free Workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected Veteran status age, or genetics, or any other characteristic protected by law.