Charter School Operations Administrator

Job Description Position SummaryThe School Main Office & Operations Administrator serves as the operational hub of Summit Academy Charter School, ensuring that the day-to-day functions of the main office run with precision, warmth, and professionalism. This individual is the first point of contact for students, families, staff, and visitors, and plays a vital role in maintaining a safe, organized, and welcoming school environment.The ideal candidate is a highly organized self-starter who thrives in a fast-paced school setting. They bring strong communication skills, a student-centered mindset, and the operational expertise to support academic excellence and community trust at Summit Academy Charter School.Key ResponsibilitiesOffice & Administrative OperationsServe as the primary point of contact for the school's main office, greeting and directing students, families, staff, and visitors with professionalism and warmthManage all incoming and outgoing communications, including phone calls, emails, and written correspondence on behalf of the schoolMaintain organized filing systems (physical and digital) for student records, staff documents, compliance files, and administrative materialsPrepare, proofread, and distribute school-wide documents, letters, schedules, memos, and announcementsManage office supplies and equipment inventory; coordinate maintenance requests and submit purchase orders as neededCoordinate room bookings, meeting logistics, and calendar management for school leadership and staffProcess incoming mail and deliveries; route materials to appropriate staff or departmentsMaintain and update the school's master calendar, communicating scheduling changes to relevant stakeholdersStudent & Family ServicesMaintain accurate and current student enrollment, attendance, and demographic records in the student information system (SIS)Process student arrivals and dismissals; manage late arrivals, early pick-ups, and visitor sign-in protocols in accordance with school safety proceduresServe as a warm and knowledgeable first point of contact for families; provide school information and refer concerns to appropriate staffSupport student registration, enrollment, and re-enrollment processes including collection of required documentationCoordinate communication between school staff and families, including scheduling parent-teacher conferences and distributing school-wide updatesManage emergency contact records and ensure all student health, allergy, and safety information is current and accessibleMaintain strict confidentiality of all student and family records in compliance with FERPA and school policySchool Operations SupportSupport the Principal and school leadership with day-to-day operational needs including scheduling, correspondence, data entry, and report preparationCoordinate logistics for school events including open houses, parent nights, assemblies, testing days, and staff meetingsLiaise with building facilities staff, security, and vendors to ensure a safe, clean, and fully operational school environmentSupport onboarding of new staff and substitute teachers including preparation of materials, ID badges, and system accessMaintain the school's substitute teacher coordination system; communicate coverage needs and confirm daily assignmentsAssist with state and city compliance activities including preparing documentation for audits, inspections, and regulatory submissionsSupport coordination of standardized testing logistics including scheduling, materials management, and room assignmentsData Management & ReportingEnter and maintain accurate student and operational data in the school's information systems (ATS, STARS, or equivalent NYC DOE platforms)Compile and submit daily, monthly, and annual attendance and enrollment reports to school leadership and regulatory bodiesGenerate reports, rosters, and data summaries as requested by the Principal, board, or external stakeholdersSupport charter compliance documentation by maintaining organized records of required files and submissionsTrack and flag data discrepancies; communicate issues to the Principal or data manager for resolutionFinancial & Procurement SupportProcess and track purchase orders, invoices, reimbursement requests, and vendor communications in coordination with the school's finance teamMaintain organized records of all financial documents related to school operations and office expendituresAssist with budget monitoring by tracking office-related expenses and flagging discrepancies to school leadershipCoordinate petty cash and check requests in accordance with school financial proceduresQualificationsRequiredAssociate's degree or equivalent combination of education and experienceMinimum 2 years of administrative, office management, or school operations experienceProficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Google WorkspaceExperience with student information systems (ATS, STARS, PowerSchool, or equivalent)Strong written and verbal communication skills across diverse audiencesDemonstrated ability to manage competing priorities with accuracy and discretionExperience working in a K–12 school, charter school, or youth-serving organizationAbility to maintain strict confidentiality in compliance with FERPA and school policyStrong interpersonal skills and a collaborative, student-centered approachPreferredBachelor's degree in Business Administration, Education, Public Administration, or a related fieldExperience in a charter school or NYC Department of Education school environmentFamiliarity with NYC DOE systems, including ATS, STARS, SESIS, and GalaxyExperience with charter school compliance, audits, and regulatory reportingBilingual proficiency in English and Spanish or another language spoken by school familiesBackground in school safety, crisis communication, or emergency preparednessDemonstrated commitment to educational equity and community-centered serviceCompany Description Summit Academy Charter School (SACS) is a tuition free, college preparatory middle and high school for 6th - 12th grade scholars in Brooklyn, New York. We deliver the benefits of rigorous scholarship to one of Brooklyn's most underserved communities. SACS provides scholars in Brooklyn's Community School District #15 with a public education that addresses their academic needs and delivers on the aspirations they and their families hold for them. At Summit Academy our mission is simple mission: to prepare its scholars to go to college. Company Description Summit Academy Charter School (SACS) is a tuition free, college preparatory middle and high school for 6th - 12th grade scholars in Brooklyn, New York. We deliver the benefits of rigorous scholarship to one of Brooklyn's most underserved communities. SACS provides scholars in Brooklyn's Community School District #15 with a public education that addresses their academic needs and delivers on the aspirations they and their families hold for them. At Summit Academy our mission is simple mission: to prepare its scholars to go to college.