Job Details
Job Location
San Gabriel HQ - San Gabriel, CA
Position Type
Full-Time - UNION
Education Level
Bachelors Degree Preferred
Salary Range
$22.77 - $25.07 Hourly
Job Shift
Day
Description
Mission Statement
Through the use of social and restorative justice principles, Five Keys provides traditionally underserved communities the opportunity to improve their lives through a focus on the Five Keys: EDUCATION, EMPLOYMENT, RECOVERY, FAMILY, COMMUNITY.
Five Keys Overview
Five Keys is a nonprofit organization that operates an extensive network of programs across California. With a presence in 14 counties and over 120 locations, Five Keys focuses on various initiatives aimed at empowering individuals and families to overcome poverty and inequity. The organization's programs encompass a wide range of services, including public charter schools, restorative justice programs in jails and prisons, shelters, permanent supportive housing, and the development of new housing and support programs. At Five Keys, the overarching objective is to uplift individuals and families by providing them with essential resources. This includes education, housing, employment, and the necessary tools to sustain their progress. By offering these fundamental elements, the organization aims to create positive and lasting change in communities, making them better places for everyone.
Our Core Competencies
A well qualified candidate has the capacity to communicate effectively , collaborate with others while building positive relationships , demonstrates strong problem solving skills , has a dynamic learning mindset , and remains committed to a high level of cultural and social awareness. A successful candidate will work well under pressure, observe appropriate boundaries and operate with a high degree of emotional intelligence .
What its really like to join our agency
At Five Keys, culture matters. Culture is at the very core of everything we do and impact on a daily basis. Weve made a commitment to building an inclusive culture that seeks collaboration over hierarchy to create empowered work teams.
We serve vulnerable populations daily and we strive to approach everyone with compassion, patience and a trauma informed approach. We choose to push past discomfort to have difficult conversations to impact the greater good. This allows us the opportunity to collaboratively create an inclusive culture and transform the world around us.
BENEFITS
We offer very low monthly costs for medical insurance! Dental, vision and life insurance premiums paid by Five Keys and various pre-tax flexible spending accounts and retirement account 403b. Generous time off. Annual reimbursement up to $100 towards gym membership, smoking cessation and weight loss programs. Annual reimbursement up to $50 towards annual athletic event participation and annual massage after 6 months of employment. FREE access to wellness-related apps, Employee Assistance Program anda comprehensive mental health care platform for you and your dependents.
Qualifications
OPERATIONS COORDINATOR JOB SUMMARY
The Operations Coordinator position reports to the Assistant Director of Student Services and is accountable for supporting teachers, administrators, students, custody or community staff, and other administrative staff. It is the responsibility of each staff member to strive to raise the standard of professionalism to ensure the highest educational standards and opportunities are offered to our students, partners, and Five Keys staff.
We are looking for someone who insists on maintaining a positive attitude and enjoys supporting a diverse group of people. If this job is for you, you will support the Five Keys mission by creating a work environment of mutual respect and fairness while encouraging creative and critical thinking through an equity lens. In addition, you will contribute to our appreciation of diversity and foster a climate of multicultural understanding.
This position supports multiple sites throughout Los Angeles County 25% as an Operations Coordinator.
OPERATIONS COORDINATOR JOB DUTIES AND RESPONSIBILITIES

• Collaborate with custody or community staff, teachers, and principals to provide support and ensure the smooth functioning of the school
• Maintain effective operations of all aspects of daily school operations
• Ensure that students are placed in appropriate classes utilizing CASAS information
• Ensure that accurate daily class rosters are created and maintained
• Collaborate with principals regarding class assignments for students close to graduation
• Maintain the Student Information System for Five Keys Charter School and Five Keys Independence High
• Work with Operations staff to ensure ADA is met daily
• Support the Operations staff in resolving operational issues at partner facilities
• Provide coverage for other administrative positions as necessary
• Conduct group and individual orientations and outreach sessions for new students, including completing enrollment paperwork and explaining the requirements and programs of the school
• Ensure that enrollment and other intake paperwork is complete, accurate, and shared with appropriate staff, including scanning, uploading, and emailing documents to appropriate Five Keys staff and other stakeholders
• Administer testing required for enrollment and placement, including CASAS tests for incoming students and practice GEDs
• Assist with training of new staff and community partners in the administration of education screenings, assessments and referral paperwork
• Manage wait list and flow of students into various Five Keys campuses and programs; including informing new students that a slot is available and providing enrollment reports to authorized partners
• Meet with incoming students to discuss assessment results, placement options, and educational needs with students; including graduation plans and expectations
• Ensure that students' rights to confidentiality, equal access, and other legal mandates are honored and explained during intake, and make placement recommendations that comply with legal and ethical guidelines
• Assist with or provide informational sessions to partner agencies regarding Five Keys enrollment and programs
• Answer phone calls and emails and attend assigned meetings concerning enrollment / outreach and for the school
• Make and distribute files and other informational materials for incoming students and community partners
• Enter enrollments and update other information in the student information system () and navigate SIS to determine students' status and enrollment needed
• Discuss transcripts, educational history, and present the needs with students and staff to determine optimum placement and programming needs of new students
• Encourage students and provide approved resources and referrals to incoming students with barriers to school participation
• Communicate new and returning student's needs to the appropriate staff
• Remain informed about current staffing, structure, and enrollment practices for all Five Keys campuses in order to facilitate smooth, transparent, and appropriate placement of students
• Train and support staff in need of information and assistance regarding new student enrollment and placement
• Other duties as assigned

DOCUMENT COORDINATOR JOB SUMMARY
The Document Coordinator reports to the Assistant Director of Student Services and is responsible for supporting all aspects of the schools' educational documents. The Document Coordinator supports the teachers, administrators, students, and other administrative staff.
We are looking for someone who insists on maintaining a positive attitude and enjoys supporting a diverse group of people. If this job is for you, you have the ability to produce compliant and quality documents in a busy and demanding environment, handling multiple deadlines and tasks simultaneously. You will also have high attention to detail, along with excellent organizational skills and interpersonal skills.
This position supports multiple sites throughout Los Angeles County 75% as a Document Coordinator.
DOCUMENT COORDINATOR JOB DUTIES AND RESPONSIBILITIES

• Coordinate all documentation related to students and teachers within the school, ensuring organization and up-to-dateness within specified regions
• Support staff by ensuring timely responses to documentation requests and keep stakeholders informed about the status of orders and any delays
• Print, copy, package, organize, and coordinate the delivery of documents requested by staff members
• Ensure accuracy and timeliness in processing orders, responding to inquiries, and updating tracking systems
• Review all orders before delivery to ensure accuracy, completeness, and adherence to quality standards
• Identify areas for improvement in document control processes and implement changes to enhance efficiency and quality
• Address corrective actions or changes in document control promptly to maintain smooth operations
• Provide coverage and assistance to other student services support staff members when necessary
• Keep accurate records of various aspects such as curriculum updates, inventory management, and service calls
• Handle technical aspects of document control, which may include using software or systems to manage documentation efficiently
• Troubleshoot copier issues and manage service calls and equipment maintenance
• Track and manage inventory, including curriculum materials and other resources
• Mail letters, ship documents, and materials, coordinating with shipping vendors such as USPS, FedEx, etc
• Undertake other tasks as assigned by supervisors to support the smooth functioning of the school

KNOWLEDGE AND SKILLS

• Attention to detail and organizational skills
• Able to prioritize tasks, and effectively communicate with colleagues and stakeholders
• Intermediate skill level Zoom, Adobe, Microsoft Office, Google Workspace, and databases
• Proficiency with phone, internet, and email
• Familiarity with printing machinery and software such as Xerox, Fiery or other similar machines and printing software
• Able to maintain strict confidentiality and take all precautions when handling sensitive information
• Comfortable and professional demeanor when interacting with diverse community partners, students, and staff with diverse heritage and backgrounds
• Possess outstanding written communication skills, adept at articulating complex concepts with clarity and precision in written documents

EDUCATION AND WORK EXPERIENCE

• High school diploma or equivalent required
• Bachelor's Degree Preferred
• 3-5 years working in an administrative assistant position
• Experience using a SIS preferred
• Experience using Gmail and Google Docs preferred
• Proven track record of success in completing administrative tasks
• Previous school office/administrative experience preferred
• Previous experience working with in-custody population preferred
• Experience successfully working with people representative of Five Keys students preferred

PHYSICAL REQUIREMENTS

• To promote the health and safety of its employees, those we serve and our local communities, Five Keys requires that all employees must be fully vaccinated against COVID-19 and/or adhere to all weekly testing and safety measures. Employees may also request and receive approval for an exemption from this policy. Exemptions are granted to accommodate a medical condition or sincerely held religious belief.
• Must wear provided PPE (Personal Protective Equipment) and adhere to all safety guidelines and requirements, when needed
• Frequent talking and hearing conversations
• Long periods of walking, sitting at a desk and/or computer station
• Lifting items that weigh up to 25 lbs.; reaching, bending, carrying and stooping within the daily routine of tasks and activities

ADDITIONAL REQUIREMENTS
This position is contingent upon:

• Satisfactory results of a Live Scan (criminal background investigation)
• Successfully obtaining jail clearance for positions working in county jails or probation locations
• Submitting proof of clear TB results. Results dated within 60 days prior to hire date are acceptable

WORK ENVIRONMENT

• Moderate to high noise level
• Work environment varies from site to site
• Must be willing and able to work in correctional facilities or community sites
• Some personal safety risk working in underserved communities

GROWTH OPPORTUNITIES
At Five Keys, we understand that when our employees grow, the agency has a greater capacity to thrive and accomplish its mission. It is for this reason that we remain committed to providing ongoing professional development opportunities for all of our employees. These include but are not limited to: conferences, staff development training, and coaching plans that allow incumbents to grow into new positions within and across programs within the agency (i.e., programs, schools, housing).