Job Description
THE TEXAS GIRLS SCHOOL
Front Office & PEIMS Data Coordinator
Full-Time | On-Site | Reports to the Principal
Position Summary
The Front Office & PEIMS Data Coordinator is the school's Ascender and PEIMS systems expert, responsible for accurate and timely management of all student data, attendance, and state compliance reporting. This role also serves as the first point of contact for the front office, greeting families and visitors, coordinating daily attendance calls, supporting student health needs, processing teacher purchase requests, and maintaining campus visitor and safety systems. The Coordinator meets daily with the Principal and works closely with the Superintendent and Operations team.
Key Responsibilities
Ascender, PEIMS & Student Data Systems
• Serve as the school's Ascender expert, overseeing all PEIMS coding, extracts, and submissions (Fall, Midyear, Summer, and Extended collections).
• Enter and maintain official student registration records in Ascender (enrollment, withdrawal, and demographic data) once families complete enrollment paperwork with the Admissions team, ensuring enrollment counts are accurate for PEIMS and funding purposes.
• Coordinate with our back office, Charter School Success (CSS) and Region 13 ESC to ensure timely and accurate PEIMS reporting to TEA and other agencies.
• Prepare and submit Foundation School Program (FSP) reporting every 6 weeks, reviewing all FSP data and supporting documentation for accuracy and completeness.
• Coordinate with SPED staff to ensure correct Special Education coding after every ARD, referencing AIM to support accuracy and compliance.
• Document, enter, and review all student indicators prior to PEIMS and FSP submissions, including STAAR results (especially STAAR failures), free/reduced-price lunch eligibility, homelessness, military-connected status, and other state-required risk factors.
• Generate data reports and dashboards for school leadership and the board.
• Prepare student records for internal and external audits.
• Stay current on state and federal student data compliance requirements.
Attendance
• Make daily attendance calls to families of absent students, following the Daily Attendance Checklist.
• Run the Unposted Attendance report by 9:45 AM each day and print/attach the SAT 0500 Campus Attendance Summary, Daily Attendance Rosters, and student notes/excuses.
• Document each parent contact attempt on the SAT 0500 report, noting the time of the call, whether the parent was reached, whether a voicemail was left, and whether the parent returned the call.
• Collect doctor's notes or written parent excuses upon a student's return; absences without documentation are recorded as unexcused.
• Sign, date, and save all daily attendance reports for audit purposes.
• Input, audit, and correct daily attendance data in Ascender, following the school's Attendance SOP.
• Ensure attendance data aligns with PEIMS reporting requirements, since daily attendance directly drives ADA and state funding.
• Flag attendance concerns for the Principal, escalating discrepancies immediately, and support attendance intervention processes.
Front Office & Reception
• Serve as the first point of contact for families, staff, and visitors at the front desk.
• Answer phones and emails and manage day-to-day front office operations.
• Maintain a professional, organized, and welcoming lobby environment.
Visitor Management & School Safety
• Operate the visitor check-in system to screen and log all visitors and contractors.
• Issue visitor badges and student tardy passes.
• Support the Principal with campus safety protocols and emergency procedures.
Student Health
• Serve as the first point of contact for student illness and front office health needs.
• Communicate with parents regarding student health and medication needs.
• Maintain student health and medication records in compliance with school policy.
Purchasing & Teacher Support
• Process and track teacher purchase requests.
• Support purchase order coordination with the Operations team.
• Maintain supply inventory and campus purchasing trackers.
Qualifications
Required
Direct, hands-on experience with Ascender AND PEIMS reporting is required. No exceptions will be made for candidates without this specific systems experience.
• High school diploma.
• Strong attention to detail and discretion with confidential student data (FERPA).
• Willingness to work some evenings or non-standard hours as needed.
• Able to lift up to 50 pounds and perform light manual tasks.
Preferred
• Bachelor's degree from an accredited four-year institution.
• 3+ years of experience in a school front office, registrar, or data coordinator role.
• Experience with visitor management systems (e.g., Raptor).
• Strong cultural competency skills to effectively engage with diverse populations.
Compensation
$35,000–$45,000 annually, commensurate with experience. Full-time, on-site position.
Pay: $35,000.00 - $45,000.00 per year
Benefits:
• Dental insurance
• Health insurance
• Life insurance
• Professional development assistance
• Retirement plan
• Vision insurance
Work Location: In person