Description

JOB TITLE: Student Information Services Specialist

JOB SUMMARY: The primary responsibility of this role is district-level management of the student database. Duties include maintenance of user security roles, year-end/year-start processes, generation of required State/Federal reports, export of files for third-party software, and production of various reports from the student database and other sources. The Student Information Services Specialist oversees and coordinates data entry, data integrity, and the use of data related to the district’s student information services. This role also acts as the district’s liaison with the Olympic Educational Service District (OESD) #114 for student data. Training and providing regular support to and training to school registrars, office coordinators, and secretaries is also a function of this role. 

MINIMUM QUALIFICATIONS: Bachelor’s degree in computer science, database administration, or related field. Appropriate, directly related experience may substitute for educational requirements. Three to five years of experience working with student records in an automated, data processing environment is preferred. Experience using databases maintained by the Washington School Information Processing Cooperative (WSIPC), including Skyward student database and/or Skyward HR/Payroll systems is preferred. Expertise regarding a successful migration from the Skyward management system to Qumlativ is preferred.

ESSENTIAL FUNCTIONS (may oversee, perform, and/or assist with):

• Manage University Place School District (UPSD) student database in the WESPaC student system; develop and communicate district protocols and procedures for student data entry and common database practices to all users of the WESPaC student system; perform year-end database rollup utilities and corresponding software setup for the new school year; create student database export files and assist with importing student information for third-party software as needed throughout the school year.
• Serve as the district liaison with OESD #114 for problem-solving and development issues; track software releases and alerts from OESD #114 and notify affected users of software performance issues, releases, and corrections; communicate product alerts, training opportunities, database access outages, and related issues to users.
• Support individuals and job-alike groups with data entry and/or reporting responsibilities for student systems by responding to their questions/concerns about these systems.
• Lead and direct school registrars, office managers, attendance secretaries and other applicable staff in the use of the WESPaC student system.
• Develop and maintain documentation for district-specific data entry and report generation processes for the student information system.
• Develop and present training sessions and/or materials for standard data entry and reporting processes and for new, changed, or unclear processes.
• Manage the integrity of data in the student database on an ongoing basis, with particular attention to data involved in upcoming reports.
• Serve as one of the District’s EDS System District Data Security Manager; update/maintain District ID pages on the EDS website; Create/maintain EDS login accounts and assign/maintain correct security permissions for all district users.
• Develop non-standard reports requested by a variety of school sites and departments, using “data mining” features of student Skyward system(s) and through the development of reports using Crystal Reports or other report generation software.
• Provide support as a backup to the Coordinator of Instructional Technology for management of student database security for Skyward—control access; including updating staff security permissions in the database.
• Verify data and generate required State and Federal Reports including weekly CEDARS submissions; monthly enrollment reports; and a variety of identified annual or less frequent required state and federal reports; review edit reports and ensure correction of data as necessary; work with district administrators to produce, refine, and submit other required state and federal reports.
• Troubleshoot operational and software problems, determine the cause of error or stoppage, apply corrective techniques, or refer the problem to technical staff.
• Assist or temporarily assume the duties of another central office staff member in emergency situations.
• Assist or support HR and/or Payroll staff with student services-related issues.
• Support student services department and schools with online student registration processes and implementation.
• Provide general support to central administrative functions.
• Assists in reviewing and evaluating other computer database software

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge and experience related to reports required by OSPI and federal agencies including reports submitted electronically to OSPI through EDS, and CEDARS interfaces. Knowledge and experience related to school district student information services and fiscal/human resource processes. Knowledge of computer networks and client/server hardware configurations. Knowledge of relational database structure and of report writing using SQL and/or “front-end” report writing software such as Crystal Report Writer

Skills in management including demonstrated skills in planning, organizing, executing, controlling, and evaluating activities and functions in a school and/or data processing environment. Excellent human relations skills, including ability to deal with distraught and emotional individuals.

Ability to assess training needs and plan and present training sessions or classes. Ability to attend to detail and the production of accurate work products. Ability to communicate clearly to a variety of constituents both orally and in writing. Ability to deal with sensitive information and honor confidentiality. Ability to establish and maintain effective working relationships with a variety of constituents. Ability to organize and coordinate multiple activities simultaneously and to meet established timelines for each activity. Ability to remain consistent, calm, and fair under pressure. Ability to utilize MS Office software, including advanced applications in Word, Excel, Access, PowerPoint, and Publisher. Ability to work effectively as a member of a team. Ability to work extended hours as required by job demands. Ability to work independently with a minimum of supervision.

WORK ENVIRONMENT/PHYSICAL DEMANDS: The daily work is performed in an office setting. The job incumbent is frequently required to: visually concentrate on detail; be exposed to interruptions; be dexterous and/or precise; and be exposed to a computer display terminal. 

WORK RELATIONSHIPS: Reports to the Executive Director of Secondary Education. Interacts regularly with secondary registrars, office managers, building administrators, counselors, the public, and other support staff throughout the district. Contacts with individuals outside of the district include frequent contact with staff at NWRDC and various program staff at the Washington Office of Superintendent of Public Instruction (OSPI), and occasional contact with student information systems staff in other school districts.

UNION AFFILIATION: None

FLSA STATUS: Exempt

This job description, revised 09/2026 is intended to describe the essential functions of the position, the level of knowledge, skills and abilities typically required, and the scope of responsibility, however, it should not be considered an all-inclusive list of work requirements. Individuals may perform other related duties as assigned, including work in other functional areas, to cover absences or to relieve, to equalize work periods, or otherwise balance the workload within the location/district. Changes to the position description may be made at the discretion of the employer. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Employment with University Place School District is on a conditional basis pending: an approved criminal background clearance through OSPI, which includes checks through the Washington State Patrol and Federal Bureau of Investigation; and completion of an Employment Eligibility Verification form (USCIS Form I-9) presenting proof of identity and employment authorization status.

UPSD Nondiscrimination Statement

The University Place School District complies with all federal and state laws, rules, and regulations and does not discriminate on the basis of race, ethnicity, color, creed, national origin (including language), sex, sexual orientation, gender expression, gender identity, religion, age, homelessness, immigration or citizenship status, neurodivergence, disability, veteran or military status, or the use of a trained dog guide or service animal in student education programs, co-curricular activities, and employment practices.  The district is an equal opportunity/affirmative action employer encouraging application of qualified diverse candidates and does not discriminate based on the protected classes identified above  for employment and other opportunities.  The University Place School District is committed to providing access to all District programs and activities and provides equal access to the Boy Scouts and other designated youth groups. For elevator access at school sites, contact the principal’s office.  The University Place School District is a drug-free/smoke-free workplace and educational setting.  Direct inquiries regarding compliance, grievance, or appeal procedures, or concerns involving students, should be made to the District Affirmative Action Officer/Civil Rights Compliance Coordinator/ Title IX Coordinator/HIB Compliance Officer/Gender-Inclusive Schools Coordinator, Executive Director of Secondary Education, Lainey Mathews, lmathews@upsd83.org; or Section 504/FAPE/ADA concerns should be made to Executive Director of Special Services, Kelly McClure, kmcclure@upsd83.org. Both can be contacted at (253) 566-5600, 3717 Grandview Drive West, University Place, WA 98466.  Title IX inquiries may also be directed toward the U.S. Department of Education, Office for Civil Rights (OCR): https://www2.ed.gov/about/offices/list/ocr/index.html