Application Data Specialist

All of Chicago's children and their families deserve access to quality educational options that meet their diverse educational needs and interests. Through data-driven, creative, and collaborative approaches, the Office of Access and Enrollment (OAE) is dedicated to ensuring that all students have equal access to the programs and services available, and meeting needs and exceeding expectations of all stakeholders through efficiency, expertise, courtesy and accountability.

OAE is responsible for managing the application, testing, selection, and notification process for the three magnet preschools, all district elementary schools, and all district and charter high schools.

The Application Data Specialist for OAE will report to the OAE Senior Application Specialist, and will be responsible for managing a variety of processes and procedures relative to the application process.

Key Responsibilities:

• Manage the grade request, submission, and review process to ensure that official records are entered into the application database in a timely manner, including contacting schools to obtain grades, entering the grades into the appropriate database, and ensuring the accuracy of the data entered.
  
  
• Serve as direct supervisor for the call center employees charged with answering inquiries from CPS staff, parents, and stakeholders regarding the GoCPS application process and other OAE-related policies and procedures.
  
  
• Provide back-up for responding to daily emails from parents, counselors, and other stakeholders in the absence of the Communications Manager.
  
  
• Lead weekly (or daily, when necessary) call center check-in meetings to ensure staff are properly informed of upcoming processes.
  
  
• Create call center training materials and testing documents to ensure staff are providing accurate information.
  
  
• Oversee metrics on call center performance and follow up with staff as required for corrective action.
  
  
• Plan for overflow call structure of peak application periods.
  
  
• Process and /or monitor emails received in three separate email boxes for application document submission.
  
  
• Conduct research used in developing responses during the annual appeals process.
  
  
• Conduct webinars and in-person training sessions and presentations for counselors, principals, network staff, and community residents.
  
  
• Create paper applications and forms through Teleform Designer.
  
  
• Interview and provide recommendations for hiring call center staff.
  
  
• Serve as a primary resource with regard to information requested from parents, Central Office staff and school staff regarding the application, testing, selection and notification process, and assist in counseling parents regarding schools and programs, including application procedures and policies.
  
  

Qualifications & Skills:

• Ability to respond accurately, comprehensively, and clearly to questions from parents, public officials, school administrators, and others.
  
  
• Proficient in the use of Aspen, FileMaker, Google Drive, and other database systems designed to maintain and manipulate student data.
  
  
• Extremely detail-oriented.
  
  
• Ability to meet deadlines and work under pressure.
  
  
• Strong organizational skills.
  
  
• Ability to multi-task and prioritize work activities to ensure project completion.
  
  
• Self-motivated with high ethical standards.
  
  

Experience:

• Required: Five or more years of professional experience.
  
  
• Preferred: Experience with data systems used by the Chicago Public Schools.
  
  

Education:

High school diploma required, graduation from an accredited college or university with a Bachelor's degree preferred.

Residency Requirement: As a condition of employment with the Chicago Public Schools (CPS), employees are required to live within the geographic boundaries of the City of Chicago within six months of his or her CPS hire date and maintain residency throughout their employment with the district.