What are the responsibilities and job description for the Home Office Program Coordinator position at Inner City Foundation?

Job Description

Organization Background :

The Inner City Education Foundation, known as ICEF Public Schools, is a nonprofit charter school network serving communities in the South Los Angeles area for 25 years. ICEF Public Schools operates seven high-quality, tuition-free, public charter elementary, middle, and high schools serving over 2,000 scholars from TK-12th grade.

ICEF's mission is to educate and empower courageous leaders to pursue their full potential in college, career, and life by providing a community that honors each student's unique identity, fosters academic excellence, nurtures healthy minds, and inspires critical thinkers.

Position Description :

The Home Office Administrative Coordinator serves as a key operational partner within ICEF Public Schools, providing critical administrative, fiscal, and compliance support, while ensuring the seamless coordination of daily office operations. The ideal candidate is a proactive and detail-oriented individual who thrives in dynamic environments and is passionate about supporting educational excellence. The Home Office Administrative Coordinator works closely with ICEF’s executive leadership team and key home office departments to ensure ongoing support and continuity of programming, contributing to the overall success of the organization.

Reporting :

This position reports to the CEO

Salary : $65-$70k

Essential Functions :

Oversee office tasks including clerical duties and schedule management.
Assist in monitoring and ensuring compliance with federal, state, and organizational guidelines for
Expanded Learning programs.
Conduct regular audits of program attendance records to ensure accuracy and alignment with compliance standards.
Provide program manager with attendance reports on a monthly basis to identify areas of strength and weakness
Coordinate with CBO partners on effectiveness and quality of program and act as a liaison between school administration and after school program partners.
Support the Expanded Learning Opportunities Manager with scheduling, correspondence, and documentation as needed.
Coordinate and manage the Home Office calendar for employees, ensuring timely scheduling of
staff members.
Schedules meetings and communicates the invitations efficiently.
Maintain phone systems and handle incoming calls professionally.
Assist in team management by supporting staff needs and facilitating communication among team
members.
Order and maintain inventory of office supplies, ensuring that all necessary materials are stocked
and available.
Assists with Purchase Order processing, credit card purchases, and tracking.
Manages the stamp postage accounts and FedEx accounts.
Ensure the office environment is organized, clean, and conducive to productivity.
Implement office policies and procedures to enhance operational efficiency.
Performs additional duties as assigned by executive(s).

OTHER RESPONSIBILITIES

Additional duties and special projects as needed and assigned in support of ICEF schools

Job Requirements : Minimum Qualifications :

SKILLS, KNOWLEDGE, AND ABILITIES

Bachelor’s Degree required;

At least three years of work experience in an office setting;

Proven experience in office administration or a similar administrative role is preferred.

Familiarity with front desk operations and customer service practices is a plus.

Experience with phone systems, clerical work, schedule management, and calendar management is highly desirable.

Proficiency in office management software, calendar tools (e.g., Google Calendar,

Outlook), and Microsoft Office Suite (Excel, Word, PowerPoint).

Strong organizational skills with the ability to prioritize tasks effectively in a fast-paced

environment.

Excellent verbal and written communication skills are required to interact with employees, guests, students and parents efficiently.

Excellent organizational and project management skills;

Strong customer service approach and communication skills;

Maturity and ability to work independently;

Passion for the mission of closing the achievement gap;

A desire to work on a high-performing team and take on additional projects, be creative, and propose new solutions;

Prior experience working in schools and / or urban communities is preferred

Demonstrated ability to be self-directed and take initiative as well as to work collaboratively

Quick and effective learner in a fast-paced, dynamic, entrepreneurial environment that proactively seeks feedback to improve

Strong organizational / time management skills and demonstrated ability to multitask, set and drive priorities, monitor progress toward goals, and utilize data and information

Strategic thinker with exceptional problem-solving skills and critical thinking skills

High sense of urgency; demonstrated ability to successfully handle multiple projects concurrently

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is regularly required to sit; frequently required to talk or hear; and occasionally required to stand, walk, and reach with hands and arms, and / or use hands to finger, handle, or feel.

While performing the duties of this job, the employee is occasionally required to move and / or lift up to twenty-five (25) pounds.

Specific vision abilities required by this position include close vision and the ability to adjust focus.

WORKING ENVIRONMENT

Frequent local travel and occasional out-of-town may be required for training, seminars, or workshops. This position will work at the front desk office space located at the Home Office. When asked to visit school sites, the following physical demands may be requested : some lifting, carrying, pushing, and / or pulling; some climbing and balancing; some stooping, kneeling, crouching, and / or crawling. Generally, the job requires 80% sitting, 10% walking, and 10% standing. The job is performed under minimal temperature variations and conditions with some exposure to the risk of injury and / or illness.

EDUCATION

Targeted job-related education that meets the organization’s prerequisite requirements. Job-related experience within a specialized field with increasing levels of responsibility is required.

Experience in a charter school setting preferred.

Bachelor's degree required.

Continuing Educ. / Training

As needed

Certificate & Licenses

Valid Driver’s License

Clearances

Criminal Justice /

Fingerprint Clearance

TB Clearance

Salary : Commensurate

with Experience

Benefits

As a full-time employee of ICEF Public Schools, employees are entitled to Medical, Life Insurance, Dental and Vision plans, and 403b retirement programs as offered by ICEF Public Schools. Eligible employees will also be entitled to sick leave and vacation time in accordance with ICEF Public School policies.

ICEF is an Equal Opportunity Employer

Sample Daily Schedule

Ongoing : Front Desk Duties & Special Projects

Welcome visitors and handle incoming calls.

Assist with special projects or assignments from executives or other departments.

8 : 00 AM – 8 : 30 AM : Morning Setup & Office Preparation

Open the main office, ensure workspaces are organized and welcoming.

Check inventory levels and restock office supplies if necessary.

Review the day’s schedule and prioritize tasks.

Send calendar / schedule reminder for home office team.

8 : 30 AM – 9 : 30 AM : Email & Correspondence Management

Respond to off-hour emails and phone calls.

Address any urgent inquiries and distribute messages to appropriate departments.

Review any unchecked mail and packages, alerting appropriate team members and departments for pickup

9 : 30 AM – 12 : 00 PM : Administrative & Compliance Support

Process purchase orders, track expenses, and ensure accurate record-keeping.

Review compliance filings and update documentation related to school programs.

12 : 00 PM – 1 : 00 PM : Lunch

1 : 00 PM – 2 : 00 PM : Calendar Management & Scheduling

Coordinate the home office calendar, including scheduling team meetings, board meetings, and special events.

Send meeting invitations, agendas, and reminders to team members.

2 : 00 PM – 3 : 30 PM : Operations Coordination & Team Support

Collaborate with executive leadership and departments to align on projects.

Facilitate communication among team members and support departmental needs.

3 : 45 PM – 4 : 00 PM : End-of-Day Wrap-Up

Review the day’s completed tasks and update the task list for the following day.

Ensure all workspaces are organized and secure office materials.

Lock building and set alarm (or) designate another admin to do so upon their departure.

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Salary : $65,000 - $70,000

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