Coordinator, Records

The Office of Social Emotional Academic Development works with the Chancellor to ensure coherence in the educational experience for our students, families, and schools. Our goal is to initiate change and lead DC Public Schools into the highest performing school district in the nation.

Division of SEAD Strategy

• Athletics: The Department of Athletics ensures all DCPS students have access to comprehensive and inclusive interscholastic athletics programming designed to increase student satisfaction, improve physical fitness, keep students engaged in school, develop leadership qualities, and provide additional outlets for students to express their unique talents.

• Career and Technical Education: Career Education programs provide the academic, technical, and employability skills necessary to succeed in college, careers and to become lifelong learners. This includes JROTC programming.

• Postsecondary Success Programs (PSP): PSP includes programming that prepares students for college and career, including Dual Enrollment, AP/IB, SAT/PSAT, School Counseling and Postsecondary Planning, Work-based Learning Opportunities, and Navigator supports.

• Graduation Success Initiatives (GSI): GSI consists of programming designed to keep students on track academically and connected to their school communities. This includes work on Adjusted Cohort Graduation Rate, New Heights programs, OSTP, and Extended Learning programs such as summer school and academic recovery.

• Grade Level Academies: Sixth and Ninth Grade Academies in DCPS provide rich, responsive, and well-rounded educational experiences for students during key transition years to promote success.

• Scheduling, Transcripts, and Academic Records Support (STARS): STARS is responsible for supporting and monitoring DCPS schools in four areas: scheduling, grading, graduation, and the development and distribution of accurate student records.

• Data, Strategy, and Operations (DSO): DSO supports the division through the management of budgets, data reporting and analysis, and special projects that support the division’s key priorities in alignment with the strategic plan including policies and associated guidance.

  
  

Schools and Special Projects Division

• Cluster Support Model (CSM): Under the CSM, Central Services’ coaching and support for schools across ten content areas are streamlined under the guidance and direction of each Cluster Instructional Superintendent. Cluster Support Team (CST) members provide direct services, coaching, and professional learning to schools in alignment with the schools’ strengths and needs and district priorities.

• Special Projects: SEAD Special Projects works to improve organizational effectiveness across all SEAD offices and divisions. The team supports collaboration across the agency by leading cross-functional projects that promote high-quality programming and services for schools and students.

The Coordinator, Records provides centralized oversight of districtwide processes governing the retention, preservation, access, and authorized destruction of official education records. This position plays a critical role in ensuring legal compliance, operational efficiency, and high quality service delivery for students, alumni, families, schools, and both internal and external stakeholders.

As a key member of the Office of Student Records, the Coordinator supports the integrity, security, and lifecycle management of all official student records. The role ensures alignment with federal and local regulatory requirements including FERPA, and district policies while maintaining consistent, customer focused service delivery.

The Coordinator, Records will report to the Manager, Records.

Essential Duties and Responsibilities

The below statements are intended to describe the general nature and scope of work being performed by this position. This is not a complete listing of all responsibilities, duties, and/or skills required. Other duties may be assigned.

• Manages districtwide procedures for the retention, preservation, transfer, and destruction of education records.
• Ensures compliance with federal laws and regulations as well as DCPS policies regarding educational records.
• Coordinates and fulfills requests for educational records, including transcripts, report cards, and other official student records.
• Provides training, guidance, and technical assistance to school-based and central office staff on effective and legally compliant records management practices.
• Leads and supports special initiatives related to records organization, digitization, inventory management, and data accuracy.
• Supports continuous improvements in records systems, documentation standards, and workflow efficiencies.
• Reviews, updates, and maintains student information across online systems as well as physical record archives.
• Conducts electronic and physical searches for former DCPS student records which may involve lifting heavy boxes.
• Implements and supports file retention processes, document imaging, digital conversion, and organization of student records.
• Maintains accurate, complete, and secure official academic records; investigates and resolves record discrepancies.
• Assists school registrars and administrative staff with identifying and resolving records related issues, including those involving online systems and document ordering platforms.
• Certifies the completion of diploma requirements and effectively communicates status updates to students, families, colleagues, and community partners.
• Safely operates forklifts, ride on jacks, and pallet jacks to transport and retrieve record boxes in the DCPS warehouse.
• Assists with organizing and maintaining warehouse inventory of student record archives, including tracking, storage layout, and retrieval procedures.
• Performs additional duties as assigned to support records management operations and organizational goals.

Qualifications

• Bachelor's degree and two to four years of related work experience.
• Master's degree preferred.
• Previous exposure to or experience in the education sector a plus.
• Strong oral and written communication skills.
• Ability to maintain accurate attention to detail in a fast-paced environment.
• Excellent organizational and strategic planning abilities.
• Effective time management, with the ability to handle multiple priorities.
• Solid analytical and problem-solving skills.
• Demonstrated ability to work collaboratively within a team.
• Awareness of warehouse safety procedures and proper use of equipment.
• Physical capability to lift and move heavy boxes and supplies as needed.

DCPS Values

• STUDENTS FIRST: We recognize students as whole children and put their needs first in everything we do.
• COURAGE: We have the audacity to learn from our successes and failures, to try new things, and to lead the nation as a proof point of PK-12 success.
• EQUITY: We work proactively to eliminate opportunity gaps by interrupting institutional bias and investing in effective strategies to ensure every student succeeds.
• EXCELLENCE: We work with integrity and hold ourselves accountable for exemplary outcomes, service, and interactions.
• TEAMWORK: We recognize that our greatest asset is our collective vision and ability to work collaboratively and authentically.
• JOY: We enjoy our collective work and will enthusiastically celebrate our success and each other.

We are an equal opportunity employer and are committed to creating an inclusive, accessible workplace. We welcome and encourage applications from individuals with disabilities. Accommodation and/or application assistance is available upon request at all stages of the application and employment process. To request accommodation, please contact dcps.eeo-ada@k12.dc.gov.