Office Coordinator

Great Oaks Legacy Charter School is seeking a dynamic, mission-aligned educator to join our team as an Office Coordinator (2024-25).

The Office Coordinator is the first line of communication for Great Oaks Legacy Charter School students, families, staff, and other stakeholders. They will ensure the office operates efficiently and effectively, and will manage several administrative and operational duties, including, but not limited to, those outlined below.

REPORTING RELATIONSHIPS

The Office Coordinator will be part of the school’s operations team and will report to the Operations Manager.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Communication

• Greets parents, students, and visitors, and provides direction and assistance.
• Checks all school (telephone, email, and fax) messages and responds and/or communicates messages to appropriate staff members within 24 hours.
• Composes and disseminates pertinent information to staff, parents, students, and visitors,including calendars, schedules, special event communication, etc.
• Manages the school messenger system. Acts as the first line of communication to parents concerning school closings, early dismissals, school events, student/family surveys, and other school-wide issues as needed.
• Receives school and staff mail and distributes it to appropriate staff members.

Student Records

• Maintains student records up to date in PowerSchool. Prints and distributes student progress reports and report cards as needed.
• Maintains student attendance records in PowerSchool, with attention to tracking absenteeism and tardiness. Makes calls to parents of absent students. Sends out daily Absentee Report and Updated Report to staff. Owns weekly Attendance Team Meetings and associated reporting. 
• Retrieves student records from previous schools. Responds to requests from parents and other schools for student records and transfers.

Enrollment

• Supports with student registration and re-enrollment; updating student enrollment information and communicating to families as needed.
• Manages and tracks receipt of student enrollment documents. Contacts parents as needed.
• Maintains student files and contacts parents as needed for additional information.
• Receives and processes new student enrollment applications. Responds to requests for waitlist information.
• Communicates with incoming families on a consistent basis to maintain relationships
• Participate in canvassing efforts alongside designated school-based staff on assigned days to build community partnerships, promote GOLCS, and assist GOLCS in having a community presence. 

 General Operations,

• Assists with setup, organization, and coordination of resources for school events and meetings
• Informs the appropriate Operations Team member of all general supply needs on a weekly and proactive basis 
• Receives deliveries and checks for accuracy. Assists with supply inventory and communicates needs to appropriate Operations Team member.
• Maintains student transportation information, including busing information, and bus ticket distribution process. 
• Performs basic first aid when nurse is not available, which may include supporting with the wellness screening process.
• Supports meal distribution and technology distribution process when needed. 
• Assist with Network based projects and initiatives. 
• Additional responsibilities as assigned by your supervisor or Network Operations.

QUALIFICATIONS:

• Belief that all students have what it takes to be successful.
• Relentless work ethic.
• Strong interpersonal skills and ability to build relationships and establish a good rapport with parents and other stakeholders.
• Minimum of one year of administrative experience, preferably in a non-profit or urban school setting.
• Demonstrated proficiency in Microsoft Office, Excel, PowerPoint, and Word
• Strong written and verbal communication skills.
• Superb organizational skills and the ability to multitask in a high-paced environment.
• Bachelor’s degree from a competitive college or university required.
• Ability to multitask effectively and adhere to deadlines and requirements.
• Flexibility to work in an ever-changing environment and perform tasks and projects for multiple campuses.