School Operations Coordinator

General Scope of ResponsibilityThe School Operations Coordinator provides comprehensive support to ensure efficient daily operations at Child’s Voice, serving as a central point of contact for students, families, staff, and visitors. This role manages front office functions, communication, scheduling, records, enrollment, attendance, and transportation processes, while maintaining accuracy, professionalism, and confidentiality. The position also coordinates IEP meetings and timelines, ensuring compliance with required procedures and supporting clear communication across stakeholders.In addition, the School Operations Coordinator supports school events, staff coordination, and limited student supervision, while contributing to a positive and organized school environment. The role also assists with operational needs, including vendor coordination, facilities support, safety processes, and supply management. Strong organizational skills, attention to detail, and the ability to manage competing priorities are essential to support the school’s overall effectiveness and family and child centered mission. Essential Functions and Duties: School Program Support: Office Support·        Front Desko  Greet and receive students and visitorso  Answer, screen, and route inbound calls appropriatelyo  Respond to routine inquiries from families, districts, and visitorso  Ensure timely follow-up or routing of messages to appropriate staffo  Maintain professionalism and confidentiality in all communication·        Calendaro  Maintain and manage the school calendaro  Ensure accuracy and consistency of calendar entries. Develop and distribute a monthly family calendar outlining key dates, events, and important school information. o  Coordinate with staff to ensure all relevant events, meetings, and activities are reflected on the calendar in a timely manner. o  Review and update calendar regularly to reflect changes and communicate updates as needed. ·        Mailo  Manage incoming and outgoing mail and deliverieso  Distribute mail and documents to appropriate staffo  Prepare and organize materials for distribution as neededo  Maintain organization of physical and digital correspondence·        Enrollmento  Assemble, distribute, and file enrollment forms for incoming studentso  Utilize new student checklist for students entering the school program to ensure accurate and up to date records.o  Maintain and update student profiles by performing and or delegating correct record keeping of student enrollment, preparation and or maintenance of the confidential student profile, electronically and or physical documentation and all required records contained therein, verification of enrollment, health eligibility, and transfer or release of documentationo  Coordinate onboarding logistics for incoming students and ensure readiness prior to the first day of attendance·        Communication: o  Distribution lists§ Maintain and update staff and family distribution lists§ Ensure accuracy of contact information across systemso  Weekly staff emails § Prepare and send a weekly staff email outlining key information for the upcoming week·        Include: Week ahead overview, Scheduled IEP meetings and key deadlines, Visitors, tours, and external meetings, Events and important reminders, Schedule changes or important updates§ Maintain consistency in format and timing of weekly communication to support staff planning and organizationo  General Communication§ Independently respond to routine letters, emails, and general correspondences§ Distribute school-wide communications, correspondence, and a variety of bulletins, newsletters, memos, emails, requisitions, and forms§ Coordinate and support the distribution of communication to families and staff to ensure timely and consistent messaging§ Ensure key communications are shared with appropriate stakeholders in a timely manner·        Attendance and Transportationo  Assist in coordinating staff coverage in the event of teacher or teaching assistant absences o  Maintain student attendance records and ensure accuracyo  Prepare and distribute daily, weekly, and monthly attendance recordso  Prepare transportation requests with bus service providers for transporting students to and from school and or field tripso  Respond to questions or concerns regarding specific transportation matters to school district administrators and parentso  Update attendance systems and transportation records for newly enrolled students ·        IEP Coordinationo  Coordinate and schedule all IEP and related meetingso  Create and manage IEP events within Embrace IEP systemo  Prepare and distribute Notices of Conference (NOC) to families and required participants no later than 10 school days prior to the scheduled meetingo  Send and manage calendar invites for all IEP participants, including classroom teachers, related service providers, and other required school personnel based on the student’s services and needso  Maintain a system to monitor completion of required IEP components, including teacher input, related service reports, and data updateso  Provide reminders to staff regarding upcoming timelines and deadlines as neededo  Communicate status of completion and any outstanding items to the School PrincipalEvent and Program Coordination·        Coordinate and assist in organization of weekly, monthly and annual student and staff events (student and staff hot lunches, board meetings, graduation, field trips, transportation and venues)·        Coordinate event logistics including scheduling, communication, materials, and preparation·        Develop and maintain event timelines outlining key tasks, communication, and deadlines to support planning and preparation for school events·        Develop and distribute event-related communication, including flyers and announcements, and create and manage RSVP processes to track participation and support event planning·        Coordinate with staff to ensure roles and responsibilities for events are clearly defined and supported·        Ensure event-related communication is shared with staff and families in a timely manner·        Track event details and follow up on outstanding items to ensure successful execution Teaching Assistant Responsibilities·        Perform general school assistance duties including, but not limited to, recess supervision, lunch supervision, assist young children with toileting, and preparation of classroom materials·        Establish supportive relationships with students;·        Maintain a high level of confidentiality of information regarding students;·        Maintain understanding of and participate in school wide positive behavior intervention and support systems·        Perform such other duties as assigned, with the exception of program planning;                                                                                                                                                                                        Operations Management ·        Coordinate building services with vendors managed by the Director, including, but not limited to, janitorial, HVAC, garbage removal, snow removal, landscaping, security and fire protection;·        Oversee the ordering, replenishment and organization of office, facilities, and maintenance supplies;·        Assist with bi-monthly board meeting preparation;·        Support the Director in maintaining relationships with consultants, and external vendors to ensure service standards and contractual obligations are consistently met;·        Maintain, troubleshoot, and coordinate repairs for office equipment to ensure minimal disruption to daily operations;·        Support the HR department by ensuring compliance with established document retention policies and managing the secure and compliant disposal of records in accordance with those policies·        Support the oversight of Safety & Security operations, including Fire suppression systems, security alarm systems, security surveillance systems, general personnel safety, general physical building safety and security, onsite event safety and security, emergency management and preparedness;·        Support the Principal with the monthly reconciliation of the company credit cardOther:·        Adhere to professional, ethical, and legal standards for the practice of the discipline in schools, as dictated by associated organizations (e.g., ISBE).·        Maintain current knowledge of mission, goals, and strategic plan.·        Keep abreast of Child’s Voice activities and properly utilize the resources available.·        Enhance building culture by demonstrating a positive attitude and give evidence of good moral character.·        Other duties as assigned.  Required Knowledge, Skills and Abilities:·        Enjoys working with/around children is required.·        Strong communication both written and oral.·        Strong attention to detail.·        Self-motivated with excellent organizational skills.·        Must maintain flexibility in tasks required, job duties may vary frequently. ·        Ability to multi-task, prioritize and meet deadlines.·        Display high degree of judgment, discretion and confidentiality.·        Ability to attend work on a regular and predictable schedule.   Minimum Education, Experience and Training·        High school diploma or equivalent with Associate’s degree or higher preferred.·        Proficient in MS Office