Student Records and Operations Associate

Job Summary

Catalyst Academy Charter School is seeking a highly organized, detail-oriented, and trustworthy Student Records & Operations Associate to support student records, enrollment processes, family communications, and day-to-day school operations.

This position is responsible for ensuring student records and enrollment documentation are accurate, complete, confidential, and processed in a timely manner. The Student Records & Operations Associate also supports transportation and attendance processes, school communications, supply and uniform management, and other administrative functions across the Operations Team.

Because this position has access to confidential scholar and family information, sensitive records, and internal school matters, a high degree of integrity, trustworthiness, discretion, and sound professional judgment is essential.

About Catalyst Academy & Who We Serve

Catalyst Academy Charter School is a mission-driven public charter school located in Pittsburgh’s East End, growing toward a full K–8 model. Our mission is to create a world-class K–8 school where scholars are prepared for college, career, and life.

Catalyst serves scholars and families from historically underserved communities and is grounded in the belief that every child deserves access to an excellent education, high expectations, and a school community where they feel known, valued, and supported. We recognize that strong partnerships with families are essential to scholar success and expect every member of our team, whether working in the classroom or in school operations, to contribute to those relationships.

Our core values Belong. Grow. Achieve. guide how we work with scholars, families, and one another. We are looking for team members who approach our community with professionalism, respect, responsiveness, and a genuine commitment to serving children and families well.

Key Responsibilities

• Process and manage incoming and outgoing student records requests, ensuring timely and accurate transfer of records for enrolling, transferring, and withdrawing students.
• Collect, review, and process enrollment packets, ensuring required documentation is complete and accurately entered into SchoolMint and PowerSchool.
• Coordinate with school district transportation personnel to ensure scholars are registered for bus transportation.
• Serve as backup support for daily attendance processes, including recording tardiness, absences, and early dismissals in the absence of front office staff.
• Maintain and update student and family contact information while ensuring accurate and confidential recordkeeping.
• Run routine reports in student information systems to monitor data accuracy for enrollment, attendance, and withdrawal records.
• Support the distribution and storage of report cards and state standardized assessment results.
• Draft and distribute weekly family communications via email and support communications through ClassDojo, monthly newsletters, the school website, and social media platforms.
• Manage school supply inventory, including tracking, ordering, and distribution to support classroom and office needs.
• Oversee uniform inventory and distribution and assist families with uniform needs and exchanges.
• Provide a high level of customer service to scholars, families, and staff through professional and confidential communication by phone, email, and in person.
• Serve as an additional resource to the broader Operations Team, providing flexible administrative support across operational functions as needed.
• Participate in mandatory professional development and training sessions.
• Perform other duties as assigned in support of school goals.

Skills

• Student Records Management
• Enrollment Processing
• Student Information Systems
• Data Entry & Reporting
• Records Accuracy & Confidentiality
• Family Communication
• Customer Service
• SchoolMint & PowerSchool
• Microsoft Office & Google Workspace
• Social Media & Digital Communication
• Inventory & Supply Management
• Organization & Time Management
• Attention to Detail
• Prioritization & Deadline Management
• Collaboration & Teamwork

Core Competencies

• Integrity, Trust & Discretion: Demonstrates a high degree of trustworthiness, integrity, discretion, and sound professional judgment when handling confidential scholar and family information, sensitive records, and internal school matters.
• Accuracy & Attention to Detail: Maintains accurate records, carefully reviews documentation, and completes data entry and reporting with a high degree of precision.
• Confidentiality & Professional Judgment: Safeguards confidential and sensitive information and exercises appropriate judgment regarding access to and disclosure of information.
• Customer Service: Provides professional, respectful, responsive, and solutions-oriented support to scholars, families, staff, and external partners.
• Organization & Execution: Effectively manages multiple responsibilities, deadlines, mandated timelines, and recurring administrative processes.
• Technology & Data Management: Uses student information systems, office technology, reporting tools, and digital communication platforms effectively and accurately.
• Communication: Communicates clearly and professionally across phone, email, digital platforms, and in-person interactions.
• Collaboration & Teamwork: Works effectively both independently and as part of the Operations Team to support schoolwide needs.
• Adaptability & Problem Solving: Responds effectively to shifting priorities, changing operational needs, and the demands of a fast-paced school environment.
• Commitment to Scholar Achievement: Recognizes that accurate records, responsive family service, and effective school operations contribute to scholar and school success.

Qualifications & Requirements

• Bachelor’s degree required.
• Prior professional experience working in a K–12 educational setting required.
• Prior experience in a school office, student records, enrollment, or school operations role preferred.
• Experience with student information systems such as SchoolMint, PowerSchool, or similar systems preferred.
• Strong data entry and reporting skills.
• Proficiency in Microsoft Office, including Excel, Word, and Outlook, or Google Workspace equivalents.
• Familiarity with social media platforms, including Facebook and Instagram.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Strong attention to detail and commitment to maintaining accurate records.
• Ability to work independently and collaboratively in a fast-paced school environment.
• Demonstrated ability to handle confidential and sensitive information with integrity, discretion, and a high degree of trustworthiness.
• Ability to exercise sound professional judgment when working with scholar records, family information, and internal school matters.
• Strong written, verbal, interpersonal, and customer-service skills.
• Ability to adapt to changing priorities and provide flexible support across school operations.
• Enthusiasm for supporting scholar achievement through effective school operations.
• All required Pennsylvania child protection clearances must be obtained and maintained in accordance with applicable law.

Ideal Candidate

The ideal candidate is a highly organized, detail-oriented, dependable, and trustworthy professional with experience working in a K–12 educational environment. They understand the importance of accurate student records, reliable operational systems, responsive family service, and maintaining confidentiality.

This individual exercises discretion and sound professional judgment and can be trusted to handle sensitive scholar, family, and internal school information appropriately. They are comfortable working with data, technology, documentation, and multiple deadlines while maintaining a high level of accuracy and professionalism.

The ideal candidate is also adaptable, collaborative, and service-oriented. They can work independently, anticipate operational needs, communicate effectively and respectfully with the families Catalyst serves, and step in to support the broader Operations Team when priorities shift.

Come join our Catalyst Academy team and bring your organization, professionalism, and commitment to service to a school community where strong operations help create the conditions for scholars to belong, grow, and achieve.

Equal Employment Opportunity

Catalyst Academy Charter School is an Equal Opportunity Employer and is committed to fostering a diverse and inclusive workplace. We provide equal employment opportunities to all applicants and employees without regard to race, color, religion, creed, sex, pregnancy, sexual orientation, gender identity or expression, national origin, ancestry, age, disability, genetic information, veteran status, or any other characteristic protected by applicable federal, state, or local law.

Pay: From $50,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Referral program
• Vision insurance

Application Question(s):

• This position works closely with Catalyst Academy’s CEO and Operations Team and has access to confidential student, family, and internal school information. In your own words and without using AI, describe a professional experience that demonstrates your discretion, sound judgment, and ability to be trusted with sensitive information. What did you do to maintain confidentiality and professionalism?

Education:

• Bachelor's (Required)

Experience:

• K–12 school administrative: 2 years (Required)

Ability to Commute:

• Pittsburgh, PA 15206 (Required)

Work Location: In person