Pre-Kindergarten Data Manager - 10 month

NC Pre-Kindergarten Data Manager - 10 Month

Department: Preschool Readiness Center

Reports To: Preschool Director

Position Type: Full-Time, 10 months

Position Overview

The NC Pre-K Data Manager plays a vital role in supporting the operational, data compliance, and community outreach efforts of the Preschool Readiness Center. This multifaceted position manages student data entry, application processing, attendance reporting, and material coordination. The ideal candidate is a highly organized, tech-savvy professional who serves as a welcoming face for families and a reliable support system for teachers and administrators.

Key Responsibilities

1. Pre-K Enrollment & Application Management

• Recruitment & Promotion: Advertise and promote the preschool program through social media, signs, flyers, phone calls, and email campaigns.
• Family Communication: Serve as the primary point of contact for parents; answer inquiries regarding the application process and program requirements.
• Data Entry & Compliance: Collect all preschool applications and accurately enter data into the NC Pre-Kindergarten systems; manage the student application and attendance systems through a third party.
• Status Notifications: Notify parents of application status, including qualification, waitlist placement, or over-income status via meetings, phone calls, emails, and mail.
• Audit Readiness: Track missing enrollment documentation and prepare for state audits; collaborate with teachers and parents to obtain required files; scan, sort, and distribute completed files to assigned teachers and School Data Managers.
• Screening & Site Monitoring: Collect, maintain, audit, and file all Fall and Spring student screening protocols and NC Pre-K Site Monitoring Tools across all locations.
• Continuous Improvement: Collaborate with leadership to revise and improve preschool applications, rubrics, and enrollment processes annually.

2. Attendance Tracking & Reporting

• Monitoring: Monitor student attendance across all Pre-K sites; communicate proactively with parents and teachers regarding attendance concerns via phone, email, and formal letters.
• Data Submission: Collect, compile, and report monthly attendance data using various database programs.
• Collaborative Reporting: Partner with designated administrative personnel to complete all verification steps and successfully submit monthly attendance reports.

3. Rising Stars Program Support

• Administrative Planning: Meet and correspond with Rising Stars Administrator to assist in program planning and execution.
• Procurement & Inventory: Manage the ordering process for all Rising Stars materials; verify delivered orders against invoices for accuracy in quantities and items.
• Document Management: Create, update, print, and distribute forms related to the Rising Stars program; organize and file all associated accountability records.
• Logistics: Sort, pack, and prepare educational materials for teacher pickup.

4. Technology & Communications

• Digital Media: Maintain and routinely update the department's Facebook page and the Pre-K website.
• IT Support: Provide basic, low-level technical troubleshooting for staff; submit formal Technology Requests to central IT when necessary.
• Equipment Care: Manage the operation, care, and basic maintenance of the department equipment including laminator, fax, and copier.

5. Student Support & Inter-Departmental Liaison

• Child Find Integration: Identify written or verbal developmental/behavioral concerns noted in student files or in conversation with parents and submit Child Find forms to initiate potential evaluations.
• EC Support: Coordinate and correspond regularly with Itinerant Preschool Teachers regarding Exceptional Children (EC) Pre-K students.

6. Office Operations & Front-Of-House Duties

• Front Desk: Answer phones, greet visitors, manage secure door traffic, and direct guests to their appropriate destinations.
• Center Maintenance: Maintain a clean, welcoming environment; manage storage areas, update bulletin boards, and oversee the care/distribution of center materials.
• Logistics: Sort and distribute incoming mail, faxes, and courier packages.
• Event Support: Assist with the setup, decoration, catering coordination, and cleanup of staff meetings and events.
• Safety: Participate in Medical Emergency Response Team (MERT) safety meetings and ongoing training.

Qualifications & Skills

Required Education & Experience

• High School Diploma or equivalent required (Associate's or Bachelor's degree preferred).
• Proven experience in data entry, database creation and management, and administrative office roles (experience in an educational or NC Pre-K setting is highly desirable).

Technical Skills

• Proficiency in database management, data entry, and utilizing specialized administrative software.
• Advanced skills in Microsoft Excel or Google Sheets (ability to create and maintain spreadsheets using formulas and generating reports).
• Experience managing professional social media pages (Facebook) and basic website updates.

Core Competencies

• Communication: Exceptional verbal and written communication skills for interacting with diverse families, teachers, and district administration.
• Organization: High attention to detail with the ability to audit files for compliance and handle multiple project deadlines simultaneously in a fast paced office environment.
• Discretion: Ability to handle sensitive student and family data with strict confidentiality (adhering to FERPA and program guidelines).
• Teamwork: A collaborative spirit willing to assist with miscellaneous tasks to ensure the smooth operation of the Readiness Center.

Physical environment

The 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 accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be physically able to operate a variety of equipment including computers, copiers, etc.
• Must be able to exert up to 15 pounds of force occasionally; and/or a negligible amount of force constantly to lift, carry, push, pull, or otherwise move objects.

DISCLAIMER: The above statements are intended to describe the general purpose and responsibilities assigned to this position. They are not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and skills that may be required of the employees assigned to this position. This description may be revised by the supervisor, with HR review and approval, at any time.