CERTIFICATES and LICENSES: None required

RESIDENCY REQUIREMENT: Ohio resident preferred 

• Will consider applicants from a surrounding state to Ohio within one hundred miles from the Ohio border. 

• Border states include Michigan, Pennsylvania, West Virginia, Kentucky, and Indiana. 

• Applicants must be able to meet travel requirements and be willing and able to obtain Ohio Certification. 

K12, a Stride Company, believes in Education for ANYONE. We provide families an online option for a high-quality, personalized education experience. Students can thrive, find their passion, and learn in an environment that encourages discovery at their own pace. In support of this, we are committed to creating and maintaining a culture of inclusion and diversity where our employees are passionate about serving students and families, treat one another and customers with respect, challenge each other to innovate and always strive to do better.

Passionate Educators are needed at Ohio Virtual Academy (OHVA). We want you to be a part of our talented team! The Advisor is the key coordinator and drives the activities of the student and family support team.

The mission of Ohio Virtual Academy (OHVA) is to provide an exemplary individualized and engaging educational experience for students by incorporating school and community/family partnerships coupled with a rigorous curriculum along with a data-driven and student-centered instructional model. Student success will be measured by valid and reliable assessment data, parent and student satisfaction, and continued institutional growth within the academic community. 

The School Based Enrollment Coordinator is responsible for receiving, reviewing, processing, and maintaining student records requests through the school's records submission system. This position ensures timely, accurate, and confidential handling of student records in compliance with state and federal regulations, school policies, and established service standards. The Records Clerk works collaboratively with school staff, families, districts, and external agencies to support student enrollment, withdrawals, transfers, and records management activities.

Essential Duties and Responsibilities

• Monitor and manage incoming requests within the student records submission system.

• Review requests for completeness and accuracy and obtain additional information when needed.

• Process student records requests within established timelines and service-level expectations.

• Prepare, maintain, retrieve, and distribute student records in accordance with FERPA and other applicable regulations.

• Maintain accurate documentation and tracking of all records requests and actions taken.

• Respond professionally and courteously to inquiries from families, districts, school staff, and outside agencies.

• Verify authorization and eligibility of individuals or organizations requesting student information.

• Support enrollment, withdrawal, and transfer processes by coordinating the exchange of student records.

• Scan, index, upload, and organize electronic student documents within designated systems.

• Perform quality assurance checks to ensure the accuracy and completeness of student records.

• Escalate complex records issues or compliance concerns to appropriate leadership.

• Maintain confidentiality and security of student information at all times.

• Assist with records retention, archiving, and destruction procedures in accordance with established policies.

• Generate reports and provide status updates regarding records requests as needed.

• Participate in training and continuous improvement efforts related to records management processes.

Qualifications

Required Education and Experience

• High school diploma or equivalent required.

• Minimum of one (1) year of administrative, clerical, records management, or customer service experience.

• Experience working with confidential information and maintaining data accuracy.

• Proficiency with Microsoft Office applications, including Outlook, Excel, and Word.

Preferred Qualifications

• Experience in K-12 education, student records, enrollment, or school administration.

• Knowledge of student information systems and electronic document management systems.

• Familiarity with FERPA and student records regulations.

Knowledge, Skills, and Abilities

• Strong attention to detail and organizational skills.

• Ability to manage multiple requests and competing priorities in a fast-paced environment.

• Excellent written and verbal communication skills.

• Strong customer service orientation and professionalism.

• Ability to work independently while meeting deadlines.

• Ability to maintain confidentiality and exercise sound judgment.

• Proficiency with database systems, online submission platforms, and document management tools.

• Ability to accurately review, process, and maintain records with minimal supervision.

Working Conditions

• Remote work environment.

• Ability to maintain consistent attendance and productivity during normal business hours.

• Occasional participation in virtual meetings and training sessions.

Performance Expectations

Success in this role is measured by:

• Timely processing of records requests.

• Accuracy and completeness of student records.

• Compliance with FERPA and school policies.

• Positive customer service interactions with families, districts, and staff.

• Effective management of workload and adherence to established deadlines.

SUPERVISORY RESPONSIBILITES: This position has no formal supervisory responsibilities. 

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.  

• This position is virtual with some required travel for professional development and for testing. 

• Ability to work independently, typically 40+ hours per week is required. Ability to maintain a professional home office without distraction during workday, typically 9-5 (or 8-4) or as defined by the school.  

• The noise level in the home office is usually moderate (computers, printers, light foot traffic, household appliances, and household distractions). 

• The noise level at meeting locations throughout the state is typically moderate and should not vary much from what is experienced in the home office.