Family Onboarding and Records Specialist

John Muir Virtual Career AcademyFamily Onboarding and Records Specialist Location:

Honeycutt Learning Center / JMVCA, Grass Valley, California Reports to:

JMVCA Director Classification:

Full Time Work Schedule:

Primarily in person, with regular phone, email, and virtual family support responsibilities

Salary:

Based on experience and placement on the JMCS Salary Step Schedule H, Column 5: Registrar, $27.51-$35.22 per/hour. This is a 274 Day position and requires work during summer months. Benefits include medical, dental, vision, and life insurance. This is a PERS eligible position. About the Position John Muir Virtual Career Academy (JMVCA) is seeking a Family Onboarding and Records Specialist to support student enrollment, family onboarding, student records, and student information system management for its virtual and hybrid school model. This position plays a central role in helping students and families successfully transition into JMVCA and understand the expectations, systems, and supports of a nonclassroom-based school program. The Family Onboarding and Records Specialist serves as a primary point of contact for families during enrollment and onboarding and is also responsible for maintaining accurate student records, attendance, transcripts, enrollment data, and demographic information in School Pathways . This position works closely with the JMVCA Director, counselor, teachers, and families to ensure students are properly enrolled, onboarded, and supported from entry through ongoing participation. Essential Duties and ResponsibilitiesFamily Onboarding and Enrollment Serve as a primary contact for students and families during enrollment and onboarding. Guide families through enrollment requirements, onboarding steps, and required documentation. Orient families to JMVCA's virtual and hybrid instructional model, attendance expectations, communication systems, and learning platforms. Support families in understanding the differences between a nonclassroom-based program and a traditional classroom-based school setting. Assist families with access to student accounts, school systems, and onboarding tools. Coordinate with school staff to ensure students are successfully enrolled and connected to school supports. Student Records and Data Management Maintain accurate student records, cumulative files, enrollment records, attendance data, transcripts, and demographic information. Manage student data in School Pathways and support staff in the proper use of the system. Enter, update, audit, and maintain student enrollment, attendance, class entry, and records information. Request, receive, organize, and process official transcripts and records from prior schools. Collaborate with school staff to ensure transcript and records information is accurate and available for student scheduling and academic planning. Support student transfers, withdrawals, records requests, and file maintenance in accordance with school procedures. Attendance, Reporting, and Compliance Maintain and audit student attendance, enrollment dates, class entry dates, and related participation records. Support attendance documentation aligned with JMVCA's independent study and hybrid model. Audit records for completeness and accuracy and follow up with staff as needed to resolve errors or omissions. Assist with required internal and state reporting related to student demographics, enrollment, attendance, and related data. Support audit preparation, year-end closeout, and new school year setup processes. Help ensure compliance with school procedures, reporting requirements, and student records confidentiality. Family Communication and School Support Communicate regularly with students, parents, guardians, and caregivers by phone, email, virtual meeting, and in person. Respond to family questions related to enrollment, records, attendance, school systems, and onboarding. Provide clear, responsive, and supportive customer service to families navigating a virtual and hybrid school model. Coordinate with the JMVCA Director, teachers, counselor, and other staff to provide accurate information and timely follow-up. Help identify and address onboarding barriers that may affect student entry, retention, and engagement. Other Duties Maintain organized digital and physical filing systems. Participate in staff meetings, training, and planning meetings as assigned. Perform other related duties as assigned by the JMVCA Director. Minimum Qualifications High school diploma required; associate's or bachelor's degree preferred. Experience in school records, enrollment, student information systems, administrative support, or related educational office work. Strong technology skills and ability to learn and manage student data systems. Experience with School Pathways strongly preferred. Strong organizational skills and attention to detail. Strong written and verbal communication skills. Ability to work effectively with students, families, and staff. Ability to manage multiple deadlines and maintain confidentiality. Preferred Qualifications Experience in a school registrar, enrollment, attendance, or student records role. Experience supporting family onboarding or school entry processes. Experience in charter, virtual, hybrid, alternative, or independent study school settings. Experience with transcript collection, cumulative records, and student file management. Experience with attendance auditing, compliance processes, or state reporting. Knowledge, Skills, and Abilities Ability to explain school systems and expectations clearly to families and students. Ability to maintain accurate student records and detailed data systems. Ability to learn, manage, and troubleshoot School Pathways functions related to enrollment, attendance, and records. Ability to communicate professionally, warmly, and clearly with families and staff. Ability to balance customer service and compliance responsibilities in a fast-paced school environment. Ability to work independently and collaboratively. Physical Requirements Ability to sit, stand, walk, and use standard office equipment for extended periods. Ability to communicate clearly in person, by phone, virtually, and in writing. Ability to occasionally lift and carry files, records, or office materials weighing up to 25 pounds. To Apply Please submit a letter of interest, resume, and references in accordance with

JMVCA/JMCS

hiring procedures through EdJoin, www.edjoin.org

Pay:

$25.71 - $35.22 per hour

Benefits:

Dental insurance Health insurance Life insurance Paid time off Retirement plan Vision insurance

Work Location:

In person