What are the responsibilities and job description for the Operations Coordinator position at Ivy Prep Academy?
JOB SUMMARY:
The Operations Coordinator supports the administrative and operational support needs of the school administrators and operations department.
ESSENTIAL DUTIES:
● Organize and maintain an efficient and effective office that handles a variety of tasks for the administration, faculty, scholars, and parents of the school
● Perform secretarial and clerical tasks of a varied nature. Many tasks will require a thorough knowledge of the rules and regulations of the school
● Frequently exercise independent judgment within the scope and authority granted by the Director of Operations
● Act as a receptionist, greeting visitors, answering telephone calls in a pleasant and efficient manner, and communicating effectively in routine, sensitive, and confidential matters
● Manage the school calendar of events and use of facilities
● Arrange appointments and maintain a schedule for the use of meeting rooms
● Creates and issues purchase orders with vendors
● Coordinate support services to teachers and staff for all school field trips and interface with external transportation services
● Manage bus transportation, including acting as the school’s liaison with the transportation company
● Manage announcements as needed
● Manage scholar locker rental
● Order and maintain office supplies
● Ensure copiers are adequately supplied and stocked; Communicate to technology when copiers are not working properly
● Manage and complete lamination requests
● Create and maintain a clean, attractive, orderly, safe, and efficient office environment ● Receive and distribute mail and packages daily
● Communicate to the Director of Operations any unusual situations.
● Assist Administration in handling interruptions and emergencies, calling for assistance when needed
● Attend required staff meetings and serve, as appropriate, on staff committees
● Keep informed about school and district activities, requirements of the law and code, Board policy and regulations, and other information necessary for the functioning of the office
● Continue to grow through collaboration with fellow staff members and participation in appropriate staff development and workshop programs
● Display ethical and professional behavior in working with everyone who communicates or is associated with the office
● Serve as a role model for scholars and staff in demonstrating positive attitudes, appropriate attire and grooming, accepting responsibility, and an effective work ethic
● Protect confidentiality of records and information about scholars and staff and use discretion when sharing any such information within legal confines
● Assist the school nurse with contacting parents of scholars that are ill, as needed ● Ensure that all communications from the office meet proper written and oral English standards ● Perform other duties as assigned
● Assist with attendance recording
o Prepare and send scholar attendance letters via email for the purpose of meeting state, federal and/or network requirements
o Receive and document scholar absence notices
REQUIRED SKILLS ABILITIES:
● Strong verbal and written communication skills.
● Skills in human relations and conflict management. Demonstrated ability to work effectively with community groups, parents and agencies.
● Organized planner with a proven ability to multitask, take initiative, prioritize effectively, and deliver for multiple stakeholders on deliverables and deadlines
● Strong work ethic
EDUCATION AND EXPERIENCE:
● High School Diploma required. Associate’s degree preferred.
● Minimum 2 years in a similar role
● Infinite Campus, Microsoft 365
● 2 years of administrative experience
