Office Coordinator Job Newark area,New Jersey USA,Administrative/Clerical

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

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 Power School. Prints and distributes student progress reports and report cards as needed.
Confirms student data, class rosters, and staff information are accurate in the Student Information System (Power School). Makes corrections within 24 hours, as needed
Maintains student attendance records in Power School, 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 student registration and re-enrollment; updating student enrollment information and communicating to families as needed.
Manages and tracks receipt of student enrollment documents. Contact 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.

Facility Support

Ensure facility is aesthetically pleasing by maintaining and decorating shared spaces and bulletin boards and conducting thorough daily walkthroughs to make note and take action on any issues that arise day-to-day
Supports in maintaining the school and GOLCS Event calendars by adding all confirmed events and field trips.

Procurement

Processes orders with vendors and tracking delivery, inventorying, submitting requests for payment, forwarding purchase orders once received, ensuring that office supply and additional requested orders are submitted on a weekly basis.
Receives deliveries and checks for accuracy. Manages supply inventory and communicates needs to Operations Leader.
Conduct price comparisons across vendors and initiating relationships to offer best prices to our schools.

General Operations

Assists with setup, organization, and coordination of resources for school events and meetings
Distribute communication for parents, families, staff, and other community members related to events, field trips, and special announcements.
Support troubleshooting hardware tech when possible. Utilize the assistance of the Tech Team when needed.
Maintains student transportation information, including busing information, and bus ticket distribution process.
Performs basic first aid when a nurse is not available, which may include supporting 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:

Bachelor's degree from a competitive college or university, required.
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.
Ability to multitask effectively and adhere to deadlines and requirements.
Flexibility to work in an…


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