Records Specialist & Academic Scheduler

Job Level
Entry-level position
Job Category
Specialist / Associate
  • Systems / Operations
Job Status
Areas of Responsibility
  • Scheduling
  • Reports / Reporting


The Records Specialist & Academic Scheduler is responsible for student, parent, and a academic record management as a member of the Applications and Data Solutions team. They are responsible for creating a comprehensive scheduling program using the school's student information system (Blackbaud K-12 cloud) that fulfills the needs of the the school. The Records Specialist will create and distribute advanced reports to support the projects they are working on as well as special requests from users.


  • Ability to communicate with various constituents clearly, professionally, and effectively at different levels
  • Knowledge of PK-12 course curriculum, progression, and sequencing
  • Ability to understand and analyze database for compliance with established file structure and integrity standards
  • Blackbaud K-12 Cloud knowledge
  • Advanced relational database management skills
  • Ability to develop technical and end-user documentation; delivered in a variety of formats including printed, live-instruction, and recorded video
  • Knowledge of HIPPA, FERPA, and other legislative requirements related to educational records
  • Ability to work independently and in a team environment
  • Ability to model and promote the core values and mission statement of the school
  • Ability to communicate effectively written and verbally


  • Establishes and coordinates all scheduling related tasks and communications for the school, including but not limited to database setup, online course request portal, classroom capacities, teaching assignments, course offerings, daily schedules, blocks, tracks, communications, and running master and student schedule generation.
  • Responsible for performing graduation requirement analysis for students and provide recommendations for outstanding coursework.
  • Designs and develops technical and user training materials and learning plans in a variety of formats and delivery methods; including written, digital, recorded and live instruction for individuals and groups.
  • Manages and reviews student records per established data standards.
  • Processes student schedule changes throughout the year, ensuring proper record and grade retention.
  • Collaborates with community members on cross department projects and represent the Applications and Data Solutions department as an advisor for special projects.
  • Assists with registrar-related functions, including records requests, grading, and obtaining complete and official transfer student records from sending schools.
  • Provides end-user support through appropriate methods, while managing related support tickets in a centralized IT ticketing platform.
  • Develops and deploys reporting tools and advances lists for special projects as requested, or proactively identified as beneficial to a user and/or the organization.
  • Assists with the daily operation and quality assurance effort of multiple advanced relational databases.
  • Performs other related duties are required or as directed.