Data Quality and Records Associate I

Description

Job Title: Data Quality & Records             Date: 10/26/26                             Position: Full-Time

                Associate I

Reports to: Senior Manager of                 Department: Academics            Travel: No

                   Academic Data

Status: Exempt - Professional                    Compensation: Salary                Remote: No

Our Mission

The mission of Portage Learning is to transform lives and communities by providing learning opportunities for all who aspire to thrive. We do this not only through superior online instruction but with a deep commitment to expanding access to education. We believe service is the thread that binds our community and our team together. To that end, we choose to …

• Believe the best in our employees
• Invest in our people
• Collaborate with humility, respect, and appreciation
• Cultivate curiosity and encourage creativity

A Place Where Creativity and Curiosity Matter

The Data Quality & Records Associate I supports the accuracy, completeness, and consistency of organizational data. This role enters, reviews, corrects, standardizes, and maintains records across databases, spreadsheets, and business systems. It is well suited for a detail-oriented professional who takes pride in careful, reliable work and can follow documented standards.

What You’ll Invest In:

The Data Quality & Records Associate I will carry out these responsibilities:

• Enter, update, and maintain accurate records in databases, spreadsheets, and internal systems.
• Review datasets to identify incomplete, duplicated, inconsistent, outdated, or incorrectly formatted records.
• Correct and standardize data according to established definitions, naming conventions, and quality rules.
• Compare information across source documents and systems to verify accuracy and resolve discrepancies.
• Perform routine data validation and quality-control checks; document identified issues and corrections.
• Organize electronic records and supporting documentation so information is easy to locate and audit.
• Escalate unclear records, recurring errors, or potential system issues to the appropriate team member.
• Develop and utilize Google Forms and similar data-collection tools to support the collection of student and institutional data
• Use Excel and similar tools to organize, aggregate, and summarize student and institutional data
• Support academic research initiatives through data collection, preparation, organization, and basic analysis. 
• Support data imports, record-matching activities, and other cleanup projects as assigned.
• Protect confidential and sensitive information and follow applicable privacy and security procedures.
• Track progress, meet established productivity and accuracy goals, and provide status updates.
• Collaborate with data and operational teams to improve data-entry instructions and prevent repeat errors.
• Perform other duties that may be assigned.

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential function(s).

Requirements

We Believe the Best:

Portage Learning is seeking a candidate who exemplifies our mission, vision, philosophy, and goals.

Required Qualifications:

• Bachelor’s degree is required. A degree in information, or a data related field is preferred.
• 0-3 years of data entry, records management, administrative support, quality assurance, or related experience.
• Demonstrated experience working accurately with spreadsheets, databases, or high-volume records.
• Successful completion of a background check and current and/or ability to obtain the following clearances: Child Abuse, State Police, and FBI Fingerprinting.

Preferred Qualifications:

• Exceptional attention to detail and commitment to accuracy.
• Proficiency with Microsoft Excel or Google Sheets, including sorting, pivot tables, filtering, and basic formulas.
• Accurate keyboarding and data-entry skills.
• Ability to recognize patterns, discrepancies, duplicates, and missing information.
• Strong organizational and time-management skills.
• Ability to follow written procedures and apply standards consistently.
• Clear written and verbal communication skills.
• Ability to manage repetitive, detail-intensive work while maintaining quality.
• Ability to handle confidential information with discretion.
• Ability to work independently and collaboratively within a team environment.
• Familiarity with databases, customer relationship management systems, or data-validation tools is preferred.
• Collaborating with a Team that Values Humility, Respect, and Appreciation

Portage Learning operates in a professional, collaborative environment where meaningful relationships and a strong sense of community are valued. We foster a welcoming, team-oriented culture that encourages connection, mutual support, and shared success while maintaining a commitment to professionalism, excellence, and respect in all we do.

This is a part-time position. Portage Learning typically operates Mondays to Fridays, 7 a.m. to 5 p.m. Employee schedules may vary within those hours. All staff members must attend required meetings and trainings at the office in Chippewa Township, PA and conduct a minimum of 80% of work hours in the office.

Portage Learning is an equal-opportunity employer, extending opportunities to all individuals without regard to race, religion, color, sex (including pregnancy, sexual orientation and gender identity), national origin, ancestry, place of birth, disability, handicap, age, genetic information, use of a guide or support animal, or any other status protected under applicable federal, state or local laws. Our policy reflects and accompanies the institution’s commitment to the principles of fair employment and the elimination of all discriminatory, harassing, and retaliatory practices.

Travel:

This job requires occasional travel outside of the office. Travel would be primarily local during the business day, which may entail one or more overnight stays. Travel on one or more days of a weekend may occur occasionally.

Other Duties Disclaimer:

This is not an all-inclusive document. Additional duties, expectations, or demands may be added or changed to this document on an as-needed basis in order to meet organizational goals.

Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.