K12 Testing Coordinator (Online)

 POSITION: K-12 Testing Coordinator
LOCATION: Remote/San Antonio Office, able to work in CST & AZ time zones
DEPARTMENT: Great Hearts Nova - Home Office
REPORTS TO: Director of Organizational Operations
STATUS: Full-time, benefits eligible

 SALARY: Based on experience. range $48,000-$52,000

About Great Hearts Academies 

Great Hearts Academies is the largest network of classical K-12 schools in the country with academies across Arizona, Louisiana, and Texas. With a mission to cultivate the minds and hearts of students through the pursuit of Truth, Goodness and Beauty, we believe the highest goal of education is to become good, intellectually, and morally.    

Great Hearts Online provides a fully online classical academy experience that serves students and families seeking a rigorous, community-oriented education in a virtual environment.

What does Great Hearts have to offer? 

We offer a range of distinctive benefits designed to support the well-being and growth of our faculty and staff: 

• Comprehensive Health Coverage: Exceptional medical, dental, and vision insurance with minimal employee contribution. 

• Retirement Planning: A competitive 401(k) with employer match. 

• Supportive & Mission-Driven Culture: Join a workplace centered around true collegiality, collaboration, and opportunities for personal and professional growth.

Position Overview

A K–12 Testing Coordinator is responsible for managing the planning, scheduling, and administration of standardized assessments across the Great Hearts Online School. They serve as the operational link between state education agencies, test publishers, and school staff, ensuring compliance, security, and timely administration of tests. 

The K-12 testing Coordinator will monitor and staff the local San Antonio office two days a week.

Key Responsibilities:

• Coordinate operational planning and administration for STAAR and other assigned state, district, academy and school assessments.
• Develop and maintain testing calendars, timelines, and testing related SOPs and communicate with appropriate stakeholders.
• Coordinate online and  in person testing requirements across applicable grade levels and programs.
• Maintain accurate testing rosters and monitor student testing requirements, participation, completion, and make-up opportunities.
• Maintain required testing records and escalate discrepancies in a timely manner.  
• Identify and secure testing locations for in-person testing locations based on student enrollment and geographic need.
• Coordinate facility availability, agreements, scheduling, accessibility, capacity, internet access, furniture, security, and other site requirements.
• Identify student accommodations and ensure scheduled proctors have received the appropriate training and materials for compliance.
• Identify student medical alerts, custody arrangements, and other special circumstances to insure student safety.
• Identify barriers to testing compliance and work with families to resolve issues.
• Communicate with families regarding testing windows to ensure maximum compliance.
• Maintain a centralized list of testing locations, assigned students, staffing, and on site lead contacts.
• Perform regular enrollment audits to ensure sufficient testing locations are secured. 
• Identify missing, conflicting, or inaccurate student information and coordination corrections with responsible teams. 
• Monitor new enrollments, withdrawals, program changes, and other student-status changes that affect testing requirements.  
• Maintain accurate records of students testing needs.
• Establish and maintain procedures for tracking and documenting student attendance and participation in required testing and follow up promptly to ensure make up testing is completed. 
• Coordinate preparation of student devices required for testing. 
• Work closely with Technology to ensure devices meet testing-platform requirements and are configured, updated, charged, and ready for use.
• Coordinate distribution and availability of testing devices at in-person locations.
• Maintain testing laptops in good working order and keep a detailed inventory.
• Conduct equipment readiness tests for connectivity, security, or platform issues.
• Maintain accessory equipment inventory (Headsets, calculators, Monitors, Braille equipment and consumables)
• Create a parent facing communications for testing day that includes rules for each site, parking, hours of operations, staff contacts, maps, testing times etc. 
• Determine staffing and proctor needs for each testing administration and location.
• Assign, schedule, and communicate with testing site coordinators, proctors, monitors, and other personnel.
• Maintain accurate staffing assignments and contact information.
• Enter At-Risk PEIMS in PowerSchool
• Work with the College Counselor for EOC, SAT and PSAT testing.
• Plan and coordinate testing logistics: Develop test schedules, secure materials, and coordinate with state/district testing teams. 
• Administer standardized assessments: Oversee the secure distribution, administration, and collection of test materials according to the test calendar 
• Ensure compliance and security: Maintain test integrity, certify ethical testing practices, and provide training on test security and data reporting 
• Support data analysis: Interpret and analyze test results, provide written interpretations for teachers, and assist in data-driven decision-making 
• Staff training: Train teachers and support staff on administering tests, using formative assessments, and aligning instruction with assessment results 
• Collaborate with leadership: Work with administrators to implement state and district assessments and improve school performance
• Attend professional development: Participate in local/state testing workshops to stay current on policies and procedures
• Work with the DOO to coordinate travel for testing personnel.

• Maintain office hours at least two days a week at the San Antonio office.
  
• Keep a detailed list of supplies at the office.
  
• Coordinate shipping and receiving.
  
• Utilize the office for testing as needed.

• Communicate confidently and professionally with students, families, staff, leadership, testing personnel, vendors, and on-site partners.
• Respond to work-related Slack messages, emails, phone calls, and assigned support requests within one business day (24 business hours).
• Proactively communicate testing risks, missed deadlines, data discrepancies, staffing concerns, and barriers requiring additional support. 
• Maintain strict confidentiality and security of student information and testing materials. 
•  Provide professional and responsive customer service to students, families, faculty, and staff via phone, email, and virtual communication.
• Assist families in resolving testing barriers to ensure students can fully participate in the online learning environment.
• Maintain clear communication regarding testing policies, expectations, and procedures.

• Support the Director of Organizational Operations with operational initiatives related to testing systems.
• Assist with additional duties and special projects as assigned.

Qualifications

• Bachelor’s degree preferred in information technology, education, business administration, or a related field.
• Experience working in educational technology support, CTC coordination, or school operations preferred.
• Strong troubleshooting and problem-solving skills.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to work effectively with students, families, faculty, and technical support teams.
• Must live in San Antonio area

Core Competencies

• Technology Coordination and Support
• Customer Service and Communication
• Problem Solving and Troubleshooting
• Organizational and Data Management
• Operational Efficiency
• Testing and State Compliance

ExtraCurricular Activities: 

Teachers/staff are expected to contribute to the broader life of the school community beyond their classroom instructional duties. As part of their professional responsibilities, teachers/staff may be asked to volunteer time to support school-sponsored activities such as student clubs, extracurricular programs, academic competitions, community events, and other enrichment opportunities. Participation in these activities helps foster a vibrant school culture, supports student development, and strengthens relationships within the school community. While specific assignments may vary based on school needs and teacher/staff interests, faculty members and staff are expected to demonstrate a spirit of service and collaboration by contributing time and effort to these initiatives throughout the school year.

Ability to travel up to 20% of the time.

Employment is contingent upon successful completion of a criminal history background check and fingerprint clearance in accordance with state requirements.

Travel required: May need to travel locally for training and professional development opportunities.

This description reflects management’s assignment of essential functions. It does not exclude or restrict the tasks that may be assigned. 

Great Hearts Academies is an Equal Opportunity Employer.