IT and Data Coordinator (Full Time, 1.0 FTE) – Adult Education Position Available In Cumberland, Maine

IT and Data Coordinator (Full Time, 1.0 FTE) – Adult Education
Portland Public Schools
Adult Education – Portland, Maine Job Details

Job ID:

5084809

Application Deadline:

Posted until filled

Posted:

Apr 7, 2025
Job Description

ABOUT P.A.E.

With a commitment to equitable learning and community engagement, Portland Adult Education (PAE) provides a diverse range of programs to help adults achieve their educational, professional, and personal goals. As the largest adult education provider in Maine, we serve 2,000 adult learners annually through our Academic and Workforce programs, and another1,000 adults a year through our Enrichment programs. To learn more about PAE’s work and impact, visit portlandadulted.org. As a team member at PAE, you will have the opportunity to work with a dynamic and supportive team of educators and administrators, and to make a positive impact on the lives of adult learners from all walks of life. Apply today and join a vibrant team dedicated to creating meaningful and transformative learning experiences.

POSITION OVERVIEW

Data and IT Coordinator (Full Time, 1.0 FTE) – Adult Education
The PAE Data and IT Coordinator reports to the Executive Director and is responsible for the management and oversight of PAE student data and database systems, supervision of the PAE Technology team, and collaboration with the Portland Public School (PPS) IT Department. We are looking for someone who is passionate about finding creative solutions and enjoys working with teams. The position will require skills and experience in both data and IT, a unique combination that will fill a critical role for PAE students and staff.

DUTIES AND RESPONSIBILITIES

+ Data and Database Management
Manages all PAE databases including Mainestars, Filemaker, Google Scripts and the tech devise asset management system
Prepares databases for data entry including for upcoming courses and assetmanagement
Provides ongoing database maintenance, updates and changes including adding new fields or reports and develops scripts or triggers as needed
Sets up accounts and communicates account information for new users
Extracts data requested by the Director and other staff as required
Creates standard operating procedures (SOP) and trains staff on essential data entry
Provides ongoing support for staff regarding database use and procedures
Creates data collection systems utilizing tools such as google sheets to collect additional data as needed
Prepares all data reports including quarterly and year-end reports to the Maine Department of Education (NRS reports, Sub 20 EFM-39 (2x/year), EFX-132)Prepares data reports for private, state and federal grant reporting
Works with the Maine DOE, Benchmark and other data management tool providers to assure that PAE’s Mainestars data is accurate and comprehensive including creating ad hoc requests to extract relevant data (data integrity)
Liaison with MaineDOE Database Manager
Coordinates implementation of newly adopted platforms, programs, apps, and other digital tools
Ensures internal controls and approves data entry on a regular basis
+ IT Asset Management
Responsible for overseeing and maintaining data systems for inventory, distribution and collection to students and staff of more than 1,000 devices (chromebooks, laptops and hot spot)
Responsible for oversight and improvements of the asset management system and system build for the school
Design a training for basic asset management that can be used institution-wide
Collaborate with staff on the inventory and distribution of students devices
+ Student and Classroom Technical Support
Responsible for student adult ed email creation and student ID printing
Manages classroom list script for teachers
+ PAE Tech Team Leadership
Supervise and support PAE Technology Specialist
Convene and lead the cross functional PAE Tech Team
Work with the Executive Director, Portland Public School (PPS) IT Team and PAE Tech
Team to implement plans to support a schoolwide technology strategy
Make recommendations about school-wide technology needs and purchases to Executive Director
Liaison with PPS IT Team
+

Additional Duties:

Collaborate regularly with cross-departmental teams to support school-wide efforts and
strategies to improve technology and to support digital literacy, device access, and data
management at PAE
Participate on the leadership team

REQUIRED SKILLS AND QUALIFICATIONS

Broad-based knowledge of data management systems and best practices, and hands-on skills with spreadsheet/data management and manipulation to achieve goals
Ability to create automated and custom ad hoc reports to support data informed decision making
Highly effective collaborator and team member, including the ability to work well with a diverse range of stakeholders in a multilingual/multicultural environment
Proven technical and organizational skills
Proven information management experience including analyzing, compiling, documenting and delivering data reports
Excellent written and oral communication skills and human relation skills
Ability to work with people in an instructional support capacity and in a school setting
Ability to quickly learn Portland Public Schools (PPS) and Portland Adult Education (PAE) data needs and tools
Demonstrate ability to analyze, identify and implement technology solutions in a complex setting
Demonstrate excellent management and organizational skills and ability to coordinate activities across several departments
Other combinations of applicable education, training and experience that provide the knowledge and abilities necessary to perform this role will be considered
Project management experience focused on leading teams through technological innovation projects
Excellent knowledge of MS Office and Google Suite
Prior supervisory experience

PREFERRED

Fluency in English and at least one other language
Experience living outside of the U.S.
Degree in Information Technology, Data Science, Computer Science or demonstrated experience with data systems

CERTIFICATE AND LICENSE REQUIREMENTS

Maine State fingerprint (CHRC) authorization (more info).

PAY RANGE & JOB TYPE

$68,508-$88,270. Salaried, exempt position. Not eligible for overtime.

FUNDING:

This is a grant-funded position.

HOURS:

Some evening hours required.

PHYSICAL DEMANDS

Ability to work at a computer screen for extended periods of time
Occasionally lift boxes and equipment weighing up to 40 lbs.
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Portland Public Schools is committed to maintaining a work and learning environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation or disability, as defined and required by state and federal laws.

Position Type:

Full-time