Data Coordinator

Job Level
Mid-level position
Job Category
  • Systems / Operations
Job Status
Areas of Responsibility
  • Data / Database

Catlin Gabel School believes that each employee makes a significant contribution to its success. That contribution should not be limited by the assigned responsibilities. Therefore, this position description is designed to outline primary duties, qualifications and job scope, but not limit the incumbent nor the organization to just the work identified. It is our expectation that each employee will offer his/her services wherever and whenever necessary to ensure the success of our endeavors.

Equal employment opportunity and treatment shall be practiced by Catlin Gabel School regardless of race, color, national origin, religion, sex, sexual orientation, age, marital status or disability, if the employee, with or without reasonable accommodation, is able to perform the essential functions of the position.

Position Title: Data Coordinator

Department: Technology Department

FTE: 1.0 (Exempt)

Reports to: Director of Technology

Level: 2


Coordinate the deployment, support, and maintenance of multiple, schoolwide data systems. Provide database training and communicate professional development opportunities to staff as needed. Provide direct technical support to faculty, staff, and students, as needed.


System Responsibilities

• Coordinate schoolwide database systems (primarily Blackbaud Education Edge, Financial Edge, and Raiser’s Edge), Finalsite, Follett Destiny, Nutrikids, Zonar, Blackboard Connect, custom coded systems and others)
• Code, revise and maintain custom coded programs and applications to meet the specific needs of the school such as bus billing and emergency forms
• Coordinate and execute regular synchronization of information between multiple applications and databases, and internal and external websites using APIs, scripts, or imports and exports. Integrate different database systems with an eye toward efficiency and practicality
• Configure complex custom reports, exports, imports, batch changes and queries to maintain data quality and in response to department requests
• Maintain database integrity and security through regular monitoring, error correction, and data clean-up
• Manage and maintain the MailMan listserv system, particularly synchronization of family contact information from Education Edge
• Keep database server and client systems up-to-date with patches and updates as appropriate

Data Coordination
• Work closely with administrative departments including Admissions, Human Resources, Technology, Business, Communications, Alumni, Development, Head’s Office, Parent Faculty Association, and academic divisions to build and coordinate and maintain online forms, data collection, and synchronization for: admissions, employment, event registration, donations, student and parent information, and medical information
• Design, implement, and document data entry standards, policies and procedures for all database users and monitor adherence to them
• Develop and maintain the structure of attributes, code tables, and all other setup functions
• Write and assemble documentation and training materials for the use of database systems
• Evaluate new data technologies for their potential to support Catlin Gabel school operations; advise Technology Director regarding the strategic growth and change of data systems at Catlin Gabel
• Troubleshoot and solve data-related technical issues that faculty, staff, and students encounter both in person and via electronic communication
• Provide support for special events such as but not limited to the Catlin Gabel Auction and Admission Open House; provide infrequent after-hours and helpdesk support back-up

• Communicate effectively and personably with faculty, staff, students, department colleagues, volunteers, and vendors
• Work closely with administrative departments including Admissions, Human Resources, Technology, Business, Communications, Alumni and Development, Head’s Office, Parent Faculty Association, and academic divisions to build, manage and maintain online forms, data collection and synchronization for admissions, enrollment, employment, event registration, donations, student and parent information, and medical information and other needs that arise

Professional Development
• Regularly assess staff training needs and provide both training and on-going support, enabling staff to use the software effectively and maintain data accuracy
• Stay current with emerging technology systems, trends, etc.


Education and Work Experience

• Bachelor of Science in Computer Science from an accredited college or university, or equivalent education and/or experience.
• Training in computer programming, systems analysis/design and/or management, with a minimum of five years of database management or equivalent experience
• Experience with Blackbaud applications and Finalsite CMS highly desirable
• Experience in a school setting preferred

Technical Experience
• Comprehensive understanding of relational database theory and management systems
• Extensive experience administering, reporting, and querying Microsoft SQL and MySQL
• SMS SQL Server Certification preferred
• Extensive experience programming with PHP, Perl, or other programming language
• Advanced knowledge of Linux systems, preferably Ubuntu
• Knowledge of SQL Server performance tuning and server monitoring utilities
• Application of best practices to database design and maintenance.
• Ability to use custom reporting tools such as Crystal Reports a plus
• Advanced knowledge of Microsoft Office applications
• Advanced knowledge of online forms
• Ability to work with scripts, APIs, and data importing/exporting to synchronize information between applications
• Understanding of web-based data collection
• Strong troubleshooting and debugging skills
• LDAP experience

Project and Program Management
• Detail-oriented with the ability to manage multiple projects and keep up with day-to-day tasks
• Experience developing and providing effective training to colleagues
• Capacity to cultivate collaboration and buy-in to schoolwide standards and practices
• Ability to articulate technical concepts and solutions to a diverse range of users

Personal Qualities
• Strong interpersonal communication skills, and the ability to work collaboratively and effectively with a wide range of constituents in a friendly manner
• Ability to handle personal information discreetly (HIPAA, SOX, etc)
• Strong verbal and written communication skills
• Demonstrated leadership
• Ability to effectively prioritize
• Ability to lift 30 lbs., climb stairs, crawl under desks as needed to install/move computers




Daily interaction with faculty, staff, parents, vendors, trustees, and volunteers. After-hours and weekend, and special events support occasionally required. Problems that arise that are mission critical must be resolved as quickly as possible and may require work outside of normal business hours. Updates and patches performed during non-business hours.