IDEA Public Schools Careers

Description

Director of District Records

Mission: ​​ The Director of District Records provides district-wide leadership, coordination, and governance for all district records, including student, human resources, finance, administrative, and digital records. This role ensures the organization's recordkeeping infrastructure is accurate, secure, and fully compliant with state and federal regulations, including TSLAC retention schedules, the Texas Public Information Act, and FERPA.

As a strategic partner to all departments, the Director establishes consistent standards and promotes modern, digital-first records management initiatives that serve as the operational backbone for district-wide data integrity.

Supervisory Responsibilities:

• Directly manage Student Enrollment and Records Coordinator and District Records Manager.
• Facilitate district-wide collaboration among departmental records coordinators to ensure alignment and shared understanding of requirements.
• Establish clear operating rhythms and standardized documentation practices for records management across the district.
• Provide ongoing guidance, communication, and resources to support departmental records leads and campus personnel.

Location: ​​ Full-time position based in Texas. Preference is given to candidates in Austin, El Paso, Houston, Permian Basin, Rio Grande Valley, San Antonio, and Tarrant County, or those willing to relocate.

Travel Expectations: Approximately 25% travel requirement.

What You’ll Do – Accountabilities

Essential Duties:

District-Wide Records Governance & Strategy

• Lead the development, implementation, and revision of district records management policies, standards, and procedures.
• Maintain the district’s Records Management Program and Records Control Schedules in strict compliance with TSLAC requirements
•  Provide expert guidance on the classification, retention, storage, and approved destruction of all district records.
• Recommend standards for digital file structures, naming conventions, archival practices, and permissions management.

Compliance, Legal & Risk Management

• Ensure district-wide compliance with FERPA, TSLAC rules, the Texas Public Information Act, and federal privacy regulations, in partnership with our Governance division.
• Work collaboratively with Legal Services on public information requests, subpoenas, litigation holds, audits, and investigations.
• Conduct periodic reviews and audits to improve compliance, mitigate risk, and strengthen documentation practices.
• Maintain secure and compliant access protocols for sensitive or confidential documents, requiring a high degree of discretion.

Records Technology & Systems Collaboration

• Partner with the Enterprise Applications Team to support electronic document management systems (EDMS), digital archives, and automated retention capabilities.
• Support modernization and digital transformation efforts to strengthen district-wide recordkeeping efficiency.
• Partner with SIS, PEIMS, and Data teams to align digital student information with district records management practices.

Training, Communication & Customer Support

• Develop and deliver district-wide training on records management, retention schedules, and departmental responsibilities.
• Serve as the primary district resource and subject-matter expert for all records-related inquiries.
• Support departments in ensuring timely and accurate responses to internal and external records requests.
• Maintain up-to-date materials, manuals, and procedures to ensure consistent district-wide practices.

Additional Duties and Responsibilities:

All other duties as assigned.

Knowledge and Skills – Competencies

• Make Strategic Decisions: This team member uses data and trends to drive decisions that impact multiple teams, while anticipating risks and planning contingencies for key initiatives. They apply strategic frameworks to clarify challenges and guide coherent action, and they actively support others in strengthening their strategic thinking and decision-making capabilities.
• Manage Work and Teams: This team member leads cross-functional coordination to align efforts with strategic goals, optimizing resource use and minimizing silos. They build accountability frameworks, monitor key performance indicators to guide adjustments, and mentor emerging leaders, while implementing scalable systems that enhance efficiency and team effectiveness.
• Grow Self and Others: This team member identifies development needs across multiple groups and integrates them into broader strategic plans. They create structures that support ongoing growth, engage in succession planning, and continuously refine development strategies based on outcomes and data. Through this work, they foster a culture where continuous learning is a core part of daily work and leadership.
• Build a Culture of Trust: This team member builds trust and drives positive engagement across multiple groups, as reflected in strong feedback and survey results. They proactively address concerns, model transparency and authenticity, and foster collaboration through open, honest communication and shared ownership.
• Communicate Deliberately: This team member communicates a clear and compelling vision that aligns team efforts with organizational goals. They proactively identify and address communication gaps across workstreams, implementing solutions to enhance coordination, while anticipating and resolving stakeholder concerns before they surface.

Additional Skills:

• Advanced knowledge of Texas PEIMS requirements, TWEDS standards, and TSDS submission processes, including experience interpreting business rules, resolving fatal errors and warnings, and managing submission cycles in complex K–12 environments.
• Deep functional expertise in PowerSchool student information system configuration and state reporting functionality, including Ed-Fi data flows, extract validation, and cross-module data reconciliation.
• Strong analytical skills with the ability to review large data sets, identify discrepancies, and translate findings into actionable correction plans for campuses and HQ stakeholders.
• Experience developing or collaborating on reporting dashboards and data visibility tools (e.g., Power BI, OnDataSuite or similar platforms) to support verification cycles and improve decision-making.
• Demonstrated ability to manage multiple high-stakes deadlines simultaneously, maintain structured project timelines, and operate effectively in fast-paced submission environments.
• High level of professional communication skills, including the ability to present to campus staff and senior leaders, facilitate cross-functional discussions, and provide clear written guidance during critical submission periods.

Required Education and Experience:

• Bachelor’s degree required, preferably in Information Systems, Computer Science, Data Analytics, Business, or related field.
• Minimum of 5+ years of progressive experience in Texas PEIMS and state reporting within a public education environment.
• Demonstrated expertise in PowerSchool state reporting functionality, including data validation, extract review, Ed-Fi integrations, and troubleshooting of TSDS submissions.
• Strong understanding of TWEDS standards, state reporting business rules, and compliance requirements.
• Proven experience leading high-stakes submission cycles with multiple stakeholders and strict regulatory deadlines.

Preferred Education and Experience:

• Master’s degree in Information Systems, Data Analytics, Business Administration, Education Leadership, or related field.
• Experience developing or partnering on data dashboards and reporting tools (e.g., Power BI) to support verification cycles and stakeholder visibility.
• Experience supporting state or federal audits, compliance monitoring reviews, or large-scale submission validations.
• Experience leading structured training initiatives for campus and HQ stakeholders.
• Experience collaborating with cross-functional technical teams on system integrations, data flows, or reporting automation initiatives.
   

Physical Requirements: ​

• Prolonged periods of working at a computer and participating in virtual meetings.
• Ability to communicate effectively via phone, video conferencing, and in-person presentations.
• Ability to travel within Texas for in-person meetings, trainings, and submission-related activities as needed.
• Occasional extended work hours during critical state submission windows.

What We Offer:

Compensation & Benefits:

Salaries for people entering this role typically fall between $98,200 and $115,900, commensurate with relevant experience and qualifications and in alignment with internal equity. This role is also eligible for performance pay based on organizational performance and goal attainment.

Additionally, we offer medical, dental, and vision plans, disability, life insurance, parenting benefits, flexible spending account options, generous vacation time, referral bonuses, professional development, and a 403(b) plan. You can find more information about our benefits at https://ideapublicschools.org/careers/benefits/.

* IDEA may offer a relocation stipend to defray the cost of moving for this role, if applicable.

Application process:

Submit your application online through Jobvite. Please note that applications will be reviewed on an ongoing basis until the position is filled. Applicants are encouraged to apply as early as possible.

Learn more about IDEA

At IDEA the Staff Experience Team uses our Core Values to promote human connection and a culture of integrity, respect, and belonging for all Team and Family members.  Learn more about our Commitment to Core Values here: https://ideapublicschools.org/our-story/#core-values

IDEA Public Schools does not discriminate on the basis of race, color, national origin, age, sex or disability, in admission or access to, or treatment of employment in its programs and activities. Any person having inquiries concerning the organization's compliance with the regulations implementing Title VI of Civil Rights Act of 1964 (Title VI), Section 504 of the Rehabilitation Act of 1973 (Section 504), or Title II of the Americans with Disabilities Act of 1990 (ADA), may contact IDEA Human Resources at (956) 377-8000.