Operations Coordinator

KHAN LAB SCHOOL

In 2012, Sal Khan wrote The One World Schoolhouse that outlines how modern education developed and how Khan Academy came to be. The book outlines a vision for the future of both in-person and online education given the tools we have and the need to participate in the knowledge economy. In 2014, he founded Khan Lab School to test and refine these ideas in an actual school setting.

Khan Lab School Wichita is the newest branch of Khan Lab School Bay Area. The founding class of 4th through 9th graders was launched in Fall 2024.  

ABOUT THE POSITION

The Operations Coordinator is expected to manage Khan Lab School’s front desk, greeting area, and the overall first impression for students, staff, and visitors. This individual will also support Leadership and Board Operations. A successful Operations Coordinator will model professional and ethical standards when working with students, parents, and staff, and must demonstrate sound judgment and integrity. This individual will have the willingness to give and receive effective feedback from supervisor(s), students, families, and colleagues.

The Operations Coordinator will collaborate with faculty, administrators, and students in the areas below.

Central Administration

• Manage communication regarding admissions, events, extended day needs, weather impact, student concerns, early dismissals, extracurricular activities (club days), and general requests. 
• Provide daily and weekly updates to families through ParentSquare; coordinate parent involvement in school events. 
• Manage and support KLS Wichita Parent Group with purchasing, events and other requests. 
• Organize monthly meetings with the parent representatives.
• Manage TADS new enrollments, re-enrollment, billing and financial support process.
• Complete monthly expense reports and reconcile all receipts timely.
• Manage relationships with vendors and coaches as related to contracts, accounts, schedules, and invoices.
• Support educators with IT needs, space reservation, general communication, etc.
• Assist in coordinating School events as related to student programming, external enrichment activities, open house events, family engagement, etc. 
• Order classroom, kitchen, and general office supplies and/or equipment.
• Receive deliveries and restock inventory as needed.
• Create and maintain an inventory list of all KLS equipment and furniture.
• Work in collaboration with KLS Bay Area People Operations to devise and roll out a new staff onboarding process for all new hires (both staff and faculty), as well as contractors. 
• Manage all aspects of the Volunteer Program at the School including approving volunteers, ensuring every volunteer completes all required documents and training, keeping the volunteer schedule up-to-date, communicating any issues and changes with volunteers, and serving as the main point of contact for any volunteer related activities, events, or inquiries. 

Campus Operations

• Manage day-to-day campus operations. 
• Serve as the primary operations point of contact to the Learning Lab leadership, including directing all school maintenance requests as appropriate.
  • Communicate updates to Learning Lab personnel regarding School roster to ensure learners have the correct access into the building, all personnel data is updated, all visitors are registered, students are signed up for events and programming, and spaces and equipment are reserved.
• Plan, coordinate, and direct a broad range of services, including managing field trips, transportation, emergency supplies, material procurement, catering, events, and other administrative needs. 
• Manage the coverage schedule for the School’s front desk staffing as well as non-administrative operations.
• Manage the front desk, greeting area, and the overall first impression visitors have of the School. 
• Answer and direct incoming school phone calls on behalf of the school.
• Receive and accurately triage mail, faxes, and emails.
• Maintain campus shared spaces, including the staff lounge and resources (copiers, printers, bulletin boards, etc.), restock supplies, and follow up on needed repairs.
• Oversee and manage the student attendance process. Monitor student attendance and reply to parent emails regarding student inquiries and absences. 
• Other duties as assigned.

Admissions

• Conduct admissions tours and organize open houses.
• Manage cumulative records requests.
• Manage invoicing families and processing payments for tuition.
• Manage admissions offers, including financial aid.
• Follow-up with admissions requests/interest (emails, follow-up phone calls, arrange tours for families, etc.)
• Engage with prospective families to help garner and solidify interest; coordinate tours and shadow days as needed.
• Set up and coordinate new enrollments.

Student Safety

• Demonstrate sound judgment to triage student crises as they arise, immediately notifying Leadership of any issues of any degree.
• Take care of minor injuries and illnesses among students, exercising sound judgment on required next steps and communicate with parents about possible remedies, midday pick-ups, etc.
• Administer medication to students as needed.
• Serve students lunch, and monitor students during this time.

School Safety

• In partnership with KLS Bay Area, manage employee safety programs and initiatives including employee safety training and evacuation drills.
• Prevent unnecessary workplace injuries by ensuring repairs and improvements are made to any potential safety hazards at the campus.
• Work with the School Director and Learning Lab Director to maintain and update the School’s safety program and policies.
• With support from KLS Bay Area, manage worker’s compensation claims including the completion of all required documents, any necessary accident and injury investigations, and serving as the point of contact for the injured employee and the worker’s compensation insurance company.  

Purchasing & Budget

• Follow the Purchasing Policy process to place orders for classroom supplies, office supplies, equipment, and other needs as requested by teachers and staff.
• Reconcile corporate credit card purchases bi-weekly.
• In partnership with the School Director, manage the budget for all School expenses, including staff meals, office supplies, and events.
• Train new staff members in purchasing, as needed. 
• Support the KLS Bay Area CFO during the financial audit process.

Student Records

• With support from the KLS Bay Area Data Manager, create and maintain complete and accurate student files for KLS Wichita. 
• Process incoming student academic and health records and maintain student immunization records and reports.

Extended Day Program

• Develop and oversee a variety of enriching after-school activities that align with the School’s educational goals, ensuring a safe and engaging environment for students.
• Recruit, train, and coordinate volunteers to support extended day programs and other school events, ensuring all volunteers meet school compliance requirements.
• Create and manage schedules for extended day activities, including room assignments, staff coverage, and communication with parents about program details and updates.
• Continuously assess the effectiveness of extended day activities and volunteer involvement, collecting feedback from students, parents, and staff to make necessary adjustments and improvements.
• Serve as personnel for Extended Day.

Accreditation

• Support KLS Bay Area to successfully complete Cognia preliminary and district accreditation in 2025-2026.

KLS Wichita School Director & Advisory Board

• Support the School Director with calendaring, including external meetings and event coordination
• Support the School Director with arranging travel, candidate visits, and other duties as assigned.
• Support the Advisory Board with meeting calendaring, preparation, minutes and other documentation as needed. 
• Partner with the School Director to maintain up to date Board and Committee records.

Calendar & Events 

• Maintain the School calendar for staff, faculty, students and parents. 
• Coordinate travel arrangements and professional development opportunities for School faculty and staff.
• Support candidate visits. 
• In partnership with Admissions, support Open Houses, new student visits and other Admissions events. 

Fundraising

• In partnership with the School Director and fundraising committee, coordinate KLS Wichita fundraising events.
• Process donations in partnership with the CFO and Development/Fundraising team. 
• Track KLS Wichita specific donations.

REQUIRED KNOWLEDGE, SKILLS, ABILITIES, & EXPERIENCE INCLUDE BUT NOT LIMITED TO

• 3-5 years experience in an office or administrative support setting, in particular experience working with Middle and Upper school-age students (Grades 6-12).
• Associated degree required, Bachelor’s degree preferred.
• Intermediate level proficiency using Microsoft Office or Google Suite. 
• Demonstrated sound judgment with a strong sense of urgency.
• A commitment to diversity, equity, inclusion, and justice.
• Passion for working and engaging with youths in student-driven learning experiences.
• Be reliable, punctual, and flexible.
• Understanding of youth development principles.
• Ability to effectively manage a classroom. 
• Demonstrate a positive attitude and be a team player.
• Be able to implement and organize age-appropriate games and activities.
• Demonstrate strong oral and written communication skills.
• Openness to feedback and continuous growth in a positive way.
• Excellent organizational skills. 
• Strong work ethic.
• Actively participate in contributing to a fairly new school and committing to its continuous improvement. 
• Risk management mindset. 
• Current CPR and First Aid certifications preferred.
• Tutoring experience is a plus.

PHYSICAL REQUIREMENTS

• Ability to occasionally lift, carry, push, and pull up to 25 pounds as some organizational duties involve moving desks, chairs, electronics, paperwork and other school supplies and equipment as needed.
• Must be able to remain in a stationary position at least 50% of the time.
• Capability moving about in an office setting to access file cabinets, office machinery, etc.
• Ability to proficiently and frequently operate a computer and keyboard as well as other office equipment such as copy machines, printers, and projectors.
• Consistently practice safe working habits while using school supplies, equipment, and electronics as well as the ability to maintain a safe and hazard-free workstation for yourself and others at the school.
• Occasionally required to work weekends and/or nights, and be on-call for special events which are sometimes held outside and require the ability and willingness to work in all weather conditions at any time of the year.

Khan Lab School is an equal opportunity employer. The organization does not unlawfully discriminate based on race, color, creed, gender (including gender identity or gender expression), religion (all aspects of religious beliefs, observance or practice, including religious dress or grooming practices), marital status, registered domestic partner status, age, national origin, ancestry, physical or mental disabilities, medical conditions (including medical history or genetic characteristics), sex (including pregnancy, childbirth, breastfeeding, or related conditions), genetic information, sexual orientation, military or veteran status, or any other consideration made unlawful by federal, state, or local laws or regulations.