Data Coordinator I

Data Coordinator I

At the Oklahoma State Department of Education (OSDE), we go beyond merely offering jobs – we actively seek out extraordinary individuals to join our team. As the primary agency entrusted with overseeing K-12 public education in Oklahoma, we are steadfastly devoted to making a meaningful impact on the districts and students we serve. Our exceptional team at OSDE is renowned for its commitment to superior customer service, innovation, and unwavering dedication to shaping a brighter future for students across the state. We work hand-in-hand with over 500 school districts and maintain a close partnership with the legislature, ensuring that each Oklahoma student receives the exceptional education they deserve. If you're in search of a fulfilling career that allows you to make a profound difference in the lives of children, you've arrived at the right place. Join us in our mission to empower students and elevate the standard of education in Oklahoma.

The Data Coordinator at the Oklahoma State Department of Education will support the management and analysis of student data, including the Student Testing Number (STN) assignment process. This role involves collaborating with district personnel and internal teams to ensure the accuracy, quality, and compliance of data collection and reporting, following state and federal laws and agency regulations.

Please note: This role requires a consistent, in-person presence at the designated workplace in Oklahoma City, Oklahoma, and does not offer remote, telecommuting, or hybrid options.

Minimum Qualifications

• Bachelor's degree in Mathematics, Computer Science, Management Information Systems, or a related field that requires math and/or logical reasoning [official transcripts required upon hire];
• Two (2) years of experience in customer services, technical support, or educational clerical work.
• Or an equivalent combination of education and experience that provides the required knowledge, skills, and abilities.

Preferred Qualifications

• Data management experience;
• Familiarity with educational data systems;
• Understanding of relational database or SQL.

Special Requirements

• Applicants must be currently authorized to work in the United States on a full-time basis without sponsorship now or in the future;
• Successful completion of a pre-employment background check;
• Must possess a valid driver's license from a U.S. state or territory to perform necessary job-related travel;
• Successful completion of a skills assessment as part of the screening process.

Essential Functions

• Data Management & Analysis: Assist with data collection processes, particularly STN assignment and resolution, ensuring compliance with state and federal regulations; Collaborate with data analysts and staff to support district and state reports and analyses related to federal and state data requirements; Conduct quality assurance checks and validation of student data, with a focus on accuracy and efficiency.
• District & Stakeholder Support: Serve as a primary contact for Superintendents and district personnel seeking assistance with data collection, cleaning, and interpretation; Communicate with Local Education Agencies (LEAs) to resolve data issues, facilitate error correction, and assist in data-related inquiries and reporting.
• Documentation & Reporting: Assist in creating technical documents and maintaining a document repository for data-related materials; Keep an accurate log of issues requiring escalation to data analysts or other OSDE staff; Prepare and deliver reports on data activities, as needed.
• Training & Development: Develop and implement training programs for LEA and state staff on STN Assignment and Resolution processes; Provide guidance and ongoing support for district personnel regarding data policies and procedures.
• Office Coordination & Administration: Coordinate requisitions, inventories, and general office management needs; Screen calls and visitors, providing appropriate information or redirecting to the relevant personnel for action. Support the Program Director and other leadership with organizational tasks related to student data collection and STN assignment.
• Professional Demeanor: Exhibit a positive, empathetic, and professional attitude. Build relationships, display integrity, and maintain professionalism in communication, behavior, and appearance. Embrace feedback for performance improvement.
• Attendance: Ensure reliable and punctual in-person presence for quality teamwork, productivity, and collaboration. Demonstrate commitment by being engaged, available, and dependable to colleagues and customers.
• Innovation: Identify and address evolving needs and challenges in education. Apply critical thinking, explore new ideas, and embrace innovative approaches to enhance educational outcomes for all students. Utilize creativity, resourcefulness, and forward-thinking to drive positive change and find solutions to complex problems in the field of education.
• Efficiency: Maximize resource utilization and streamline operations. Optimize processes, eliminate redundancies, and leverage technology to enhance productivity and performance. Proactively identify efficiency opportunities and implement best practices for continuous improvement.
• Superior Customer Service: Go above and beyond to deliver exceptional assistance that surpasses expectations. Create positive experiences and build trust-based relationships. Maintain a positive and helpful attitude, using appropriate language, tone, and behavior to consistently reflect the agency positively and leave a favorable impression.

Essential Competencies

• Effective Communication: Inspire, align, and motivate through clear and empathetic expression. Adapt to diverse audiences and situations, fostering understanding and collaboration.
• Strategic Thinking: Demonstrate critical and innovative thinking to align plans with organizational goals. Analyze complex situations, identify opportunities, and develop creative strategies to achieve specific objectives. Consider multiple perspectives, short-term and long-term outcomes, and employ creative problem-solving for effective solutions.
• Decisive Planning: Set clear objectives, delegate tasks, and establish realistic timelines; adapt to uncertainty by making informed decisions swiftly, while developing contingency plans for flexibility in changing circumstances.
• Emotional Intelligence: Demonstrate self-awareness and adeptness in managing emotions, fostering positive relationships, and cultivating a harmonious work environment. Exhibit strong interpersonal skills for conflict resolution and navigating difficult conversations with professionalism, seeking constructive outcomes.
• Visionary Thinking: Envisions and inspires a future state divergent from the present reality; demonstrates a deep understanding of trends, challenges, and opportunities, using this insight to imagine and articulate a compelling future vision.
• Adaptability: Thrives in changing circumstances and embraces flexibility; effectively adjusts approach, behavior, and mindset to overcome challenges and ensure forward progress for teams.
• Accountability: Takes ownership and responsibility for actions, decisions, and outcomes; demonstrates transparency and willingness to address any negative consequences resulting from actions taken.
• Coaching and Mentoring: Guides and supports team members to develop new skills, reach their potential, and foster growth within the organization; provides guidance, feedback, and assistance to help staff achieve their professional goals and enhance their skills for optimal development.
• Team Building: Builds and supports teams with a focus on fostering collaboration, trust, and respect; enhances team dynamics and relationships to promote effective communication, efficient collaboration, and improved teamwork.
• Results Orientation: Drives progress and success by maintaining a strong focus on achieving desired outcomes. Sets clear goals, identifies necessary steps, and takes decisive actions to propel the organization forward; monitors progress and adjusts strategies as needed to ensure goal attainment.
• Technology Proficiency: Identifies opportunities to optimize efficiency and enhance services through technology; utilizes software, hardware, and relevant tools to streamline processes, automate tasks, and elevate customer experiences; adapts to emerging technologies and quickly learns new technological advancements.

Physical Demands and Work Environment

Location: Oliver Hodge Building, Oklahoma City, Oklahoma

• Work Environment includes:

  • Office Setting: Climate-controlled office setting with exposure to moderate noise; the employee is frequently required to talk, walk, and stand; this position requires long periods of sitting and daily use of computer and phone. Must be able to remain in a stationary position 75% of the time.

• Physical Demands include:

  • Ability to stand, reach, and bend 50% of the time;

  • Operates a computer and other office productivity machinery, such as a calculator, copy machine/printer, and office telephone 75% of the time;

  • Ascends/descends stairs 25% of the time;

  • Ability to lift to 25 lbs.

• Cognitive Requirements:

  • This role requires clear and accurate communication, strong analytical skills, and the ability to evaluate information and make timely decisions.

  • Sustained focus and attention to detail are essential, along with memory retention of policies, procedures, and facts over various time frames.

  • Adaptability and mental flexibility are also necessary to handle