Position Type:
ADULT EDUCATION/Administration
Date Posted:
7/12/2023
Location:
Adult Education
Closing Date:
07/28/2023
Job Title: PAE Data and IT Coordinator
Salary Range: $66,513 – $85,699 (Non-Represented, Grade: 15 – Salaried, exempt position)
Remote/Hybrid/In-person only: In-Person
Term of employment: Permanent
Overview: With a commitment to equitable learning and community engagement, Portland Adult Education (PAE) provides a diverse range of programs to help adults achieve their educational, professional, and personal goals. As the largest adult education provider in Maine, we serve 2,000 adult learners annually through our Academic and Workforce programs, and another 1,000 adults a year through our Enrichment programs. To learn more about PAE’s work and impact, visit portlandadulted.org.
As a team member at PAE, you will have the opportunity to work with a dynamic and supportive team of educators and administrators, and to make a positive impact on the lives of adult learners from all walks of life. Apply today and join a vibrant team dedicated to creating meaningful and transformative learning experiences.
Position Description: The PAE Data and IT Coordinator reports to the Executive Director and is responsible for the management and oversight of PAE student data and database systems, supervision of the PAE Technology team, and collaboration with the Portland Public School (PPS) IT Department. We are looking for someone who is passionate about finding creative solutions and enjoys working with teams. The position will require skills and experience in both data and IT, a unique combination that will fill a critical role for PAE students and staff.
Duties and Responsibilities:
Data and Database Management
- Manages all PAE databases including Mainestars, Filemaker, Google Scripts and the tech devise asset management system
- Prepares databases for data entry including for upcoming courses and asset management
- Provides ongoing database maintenance, updates and changes including adding new fields or reports and develops scripts or triggers as needed
- Sets up accounts and communicates account information for new users
- Extracts data requested by the Director and other staff as required
- Creates standard operating procedures (SOP) and trains staff on essential data entry
- Provides ongoing support for staff regarding database use and procedures
- Creates data collection systems utilizing tools such as google sheets to collect additional data as needed
- Prepares all data reports including quarterly and year-end reports to the Maine Department of Education (NRS reports, Sub 20 EFM-39 (2x/year), EFX-132)
- Prepares data reports for private, state and federal grant reporting
- Works with the Maine DOE, Benchmark and other data management tool providers to assure that PAE’s Mainestars data is accurate and comprehensive including creating ad hoc requests to extract relevant data (data integrity)
- Liaison with MaineDOE Database Manager
- Coordinates implementation of newly adopted platforms, programs, apps, and other digital tools
- Ensures internal controls and approves data entry on a regular basis
IT Asset Management
- Responsible for overseeing and maintaining data systems for inventory, distribution and collection to students and staff of more than 1,000 devices (chromebooks, laptops and hot spot)
- Responsible for oversight and improvements of the asset management system and system build for the school
- Design a training for basic asset management that can be used institution-wide
- Collaborate with staff on the inventory and distribution of students devices
Student and Classroom Technical Support
- Responsible for student adult ed email creation and student ID printing
- Manages classroom list script for teachers
PAE Tech Team leadership
- Supervise and support PAE Technology Specialist
- Convene and lead the cross functional PAE Tech Team
- Work with the Executive Director, Portland Public School (PPS) IT Team and PAE Tech Team to implement plans to support a schoolwide technology strategy
- Make recommendations about school-wide technology needs and purchases to Executive Director
- Liaison with PPS IT Team
Additional Duties Include:
- Collaborate regularly with cross-departmental teams to support school-wide efforts and strategies to improve technology and to support digital literacy, device access, and data management at PAE
- Participate on the leadership team
Required Skills/Qualifications:
- Broad-based knowledge of data management systems and best practices, and hands-on skills with spreadsheet/data management and manipulation to achieve goals
- Ability to create automated and custom ad hoc reports to support data informed decision making
- Highly effective collaborator and team member, including the ability to work well with a diverse range of stakeholders in a multilingual/multicultural environment
- Proven technical and organizational skills
- Proven information management experience including analyzing, compiling, documenting and delivering data reports
- Excellent written and oral communication skills and human relation skills
- Ability to work with people in an instructional support capacity and in a school setting
- Ability to quickly learn Portland Public Schools (PPS) and Portland Adult Education (PAE) data needs and tools
- Demonstrate ability to analyze, identify and implement technology solutions in a complex setting
- Demonstrate excellent management and organizational skills and ability to coordinate activities across several departments
- Other combinations of applicable education, training and experience that provide the knowledge and abilities necessary to perform this role will be considered
- Project management experience focused on leading teams through technological innovation projects
- Excellent knowledge of MS Office and Google Suite
- Prior supervisory experience
Preferred:
- Fluency in English and at least one other language
- Experience living outside of the U.S.
- Degree in Information Technology, Data Science, Computer Science or demonstrated experience with data systems
Location and Work Schedule:
- Portland Adult Education, 14 Locust St, Portland, ME 04101
- 40 hours between 8:00am-8:30pm Monday through Thursday and 8:00am-5:00pm on Friday
- Some evening hours required
CERTIFICATE AND LICENSE REQUIREMENTS:
- Maine State fingerprint (CHRC) authorization.
Website: http://www.maine.gov/doe/cert/fingerprinting/index.html
PHYSICAL DEMANDS:
- Ability to work at a computer screen for extended periods of time
- Occasionally lift boxes and equipment weighing up to 40 lbs.
OVERTIME ELIGIBLE: No (Salaried, exempt position)
Portland Public Schools is committed to maintaining a work and learning environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation or disability, as defined and required by state and federal laws.