Job Description

Exciting News! Our Victory Learning Center Program is expanding, and new classrooms will be opening in 2026! Be a part of our growth—join our team and help us make a difference!

We are seeking a Data Assistant to support the enrollment and data management of all students within the Victory Learning Center Program.

Our Victory Learning Center Programs offers specialized educational services for students who are diagnosed with Autism or a Cognitive Disability paired with a mental health diagnosis. There are two separate sites conveniently located in Lackawanna, NY, with a third site opening in September 2026! Our schools service students ages 5-21, who are residentially placed or are referred through their local school district's Committee on Special Education.

To learn more about our school-based Victory Learning Center Programs, click here:

Benefits

• Paid Holidays
• Additional Paid Time Off (PTO)
• Health, dental (free insurance options!) & vision insurance options
• Paid Employer sponsored life insurance
• Supplemental insurance programs for additional life insurance, short-term disability, accident & cancer insurance
• Up to $600 savings every year for completing biometric health screenings on a single health insurance plan & up to $1,200 if a spouse completes too!

Perks

• Casual dress code
• OLV Tuition Reimbursement up to $7,200
• Qualifying Non-For-Profit for Federal Student Loan Forgiveness Program (click here to learn more:
• Take advantage of our Dental & Outpatient Mental Health services while working
• Up to $180 annual gym reimbursement
• $$ Employee referral program $$

Additional Information

• Hourly rate based on relevant years of experience
• Full Time position, Monday-Friday

Job Summary

The Data Assistant will support student admissions, enrollment processes, and data management for all students within the Victory Learning Center Program and (School Age as necessary), ensuring accurate and up-to-date records across systems such as eSchool and Level 0 while developing proficiency in the CLAIMS system to support compliance and reporting. In addition, this role will support the therapy services by preparing, tracking, and managing related service authorization scripts for new student admissions and following Annual Review (AR) meetings, including coordinating OT, PT, and speech documentation, obtaining required signatures, tracking records in Excel, and maintaining organized digital files in shared drives. The Data Assistant will serve as a liaison to school districts by responding to requests for student documentation, including scripts and evaluation reports, and ensuring timely distribution of required materials, while collaborating closely with administrative staff and the Education Coordinator to support compliance, communication, and continuity of services

Essential Job Duties

• Support the student admissions and enrollment process into e-school and other data tracking systems.
• Maintain accurate and current student records in eSchool and Level 0 systems, ensuring compliance with regulatory and organizational requirements.
• Learn and provide support for the CLAIMS system, including data entry, verification, and reporting as needed.
• Monitor and update student demographic, attendance, and program data to ensure accuracy and completeness.
• Collaborate with administrative and program staff to ensure timely data entry and resolution of discrepancies.
• Assist in preparing reports related to student enrollment, attendance, and program participation.
• Ensure all data is entered and maintained in accordance with confidentiality standards and applicable laws (e.g., FERPA).
• Support communication between departments by ensuring accurate and accessible student information.
• Provide general administrative support related to student data and program operations.
• Assist in audits, reviews, and data quality checks to ensure compliance and accuracy across systems.
• Respond to internal requests for student data and documentation in a timely and professional manner.
• Support the needs of students by ensuring data systems reflect appropriate services, placements, and supports.
• Assist with preparing and managing service authorization scripts for new student admissions and following Annual Review (AR) meetings
• Coordinate the distribution of OT/PT scripts via fax, obtain required signatures for speech services, track all documentation using Excel, and ensure all finalized scripts are scanned and securely stored in the shared Q drive.
• Serve as a point of contact for school districts by providing requested documentation, including scripts and evaluation reports, and support ongoing communication and record-sharing needs in collaboration with the Education Coordinator.
• Provide short term coverage when necessary for extended absences of site Administrative Assistants.
• Other duties as assigned.

Education

• Minimum Degree Required: High School Diploma or GED required; Associates Degree preferred

Experience

• Minimum Experience Required: 6-9 years of experience working in an Education environment

Required License/Registration/Certification

• None

Training Requirements

• New Hire Training

Physical Requirements

The overall nature of the position is sedentary, requiring little physical effort with occasional light physical exertion required. There is little, if any, exposure to environmental conditions.

• The constant physical demand of the position is sitting.
• The frequent physical demands of the position are standing, walking, climbing, talking, hearing, repetitive motions, and eye/hand/foot coordination.
• The occasional physical demands of the position are lifting, carrying, pushing, pulling, balancing, stooping, crouching, reaching, handling, grasping, and feeling

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