Student Data and Transportation Officer

Student Data & Transportation Coordinator Buffalo/Rochester Academy of Science Charter School Position Summary The Student Data & Transportation Coordinator is responsible for maintaining accurate student and staff records, coordinating daily student transportation across all school buildings, and ensuring timely and accurate district billing. This position plays a key role in supporting student enrollment, transportation safety, data compliance, and school funding.

The coordinator works collaboratively with the Enrollment, Social Work, Data, and Finance Departments, as well as Buffalo Public Schools (BPS), transportation providers, and surrounding school districts, to ensure efficient operations and accurate reporting.

Position Details

Position Title:

Student Data & Transportation Coordinator School:
Buffalo/Rochester Academy of Science Charter School Department:
Data Department

Reports To:

Giray Gebes

Employment Type:

12-month

Work Location:

Sullivan Center

Essential Duties and Responsibilities Transportation Coordination
- Oversee and coordinate daily student transportation services across all school buildings.

- Schedule transportation for field trips and athletic events in coordination with Transpo Bus Services.

- Communicate significant transportation issues to BPS Transportation and follow up to ensure timely resolution.

- Prepare and distribute weekly transportation updates and bus transmittals to families.

- Request and obtain bus video footage from transportation providers when incidents occur.

- Collaborate with the Enrollment Department to prepare and submit annual transportation start-up packets to BPS.

- Order one-way transportation passes and retrieve them from the transportation office asneeded.

- Coordinate with the Social Work Department and McKinney-Vento staff to arrange appropriate transportation for students experiencing temporary housing situations.

- Communicate school calendar changes to BPS and coordinate necessary transportation adjustments.

Student and Staff Data Management
- Maintain accurate student records in the Student Information System (SIS), including processing address changes and resolving address discrepancies.

- Import new student records into the SIS at the beginning of each school year.

- Enter and maintain enrollment records for students who enroll throughout the school year.

- Process student withdrawals and exits, ensuring required updates are completed in the SISand applicable New York State Education Department (NYSED) systems.

- Collaborate with the Data Department to research and resolve discrepancies in state education reporting systems.

- Create, update, and deactivate staff records in the SIS as employment and personnel changes occur.

- Create and maintain student email account information as accounts are established orupdated.

- Provide student records to receiving schools upon request for students who withdraw or transfer.

- Prepare and send transcripts for current and former students to colleges, universities, andother educational institutions upon request.

- Maintain the accuracy, confidentiality, and integrity of student and staff information.

Billing and Financial Coordination
- Collaborate with the Finance Department to ensure accurate and complete invoices are prepared for school districts.

- Prepare and submit invoices every other month to school districts in which enrolled students reside to support timely and accurate reimbursement to the school.

- Communicate with school district representatives to investigate and resolve billing discrepancies, missing information, and other issues that may affect funding.

- Maintain organized billing records and supporting documentation to facilitate reconciliation andfollow-up.

Qualifications and Skills
- High school diploma or equivalent required; an associate or bachelor's degree is preferred.

- Experience working with a Student Information System (SIS), student records, or data entry preferred.

- Familiarity with NYSED reporting requirements and education data systems preferred.

- Experience coordinating school transportation, communicating with school districts, or processing district invoices is an advantage.

- Strong attention to detail and commitment to maintaining accurate records.

- Excellent written and verbal communication skills, including the ability to communicate professionally with families, school staff, vendors, and district representatives.

- Strong organizational and time-management skills, with the ability to prioritize multiple responsibilities and meet…