K-8: Office Coordinator - Greater Boston

Job Description
KIPP Academy Lynn Charter School is looking for an Office Coordinator (OC) who will be responsible for assisting the operations team in the day-to-day operations of the school. The OC will have a significant role in ensuring efficient office operations while providing exemplary customer service. In addition to maintaining the school’s administrative systems and routines, the OC functions as a contact person for the school’s community including students, teachers, families, trustees, donors, and visitors. They will help maintain the school culture centered on our region’s core values and help amplify our children’s potential by creating a school experience that affirms, values, and challenges students each day. We seek to create a professional and authentic environment of joy, excellence, care, and community where educators can make long-term transformative outcomes for students.
This role requires consistent and reliable demonstration of the following essential job functions and key responsibilities:
KEY RESPONSIBILITIES
Daily Operations
Oversee the school’s main office duties (incoming calls, faxes, copy machines, files, mail, and deliveries, etc.)
Provides excellent customer service to all families and community members entering the building.
Coordinate parent requests for student early dismissal and transportation changes to ensure that the proper dismissal process is followed.
Welcome and direct visitors as needed and assure the proper check-in process is followed.
Deliver and respond to parent messages within 24 hours and check voicemails daily.
Maintain and audit accurate attendance records and input tardies/excused absences daily.
Student Information Management
Maintain the completeness and accuracy of all student records.
Maintain and update student data and information via the Student Information System.
Support the Director of School Operations, School Operations Manager and School Leader with any additional student reporting or paperwork.
Serve as the Student Information System coordinator and point person for support.
Process student enrollment and registration;
communicate with the Director of School Operations regarding student withdrawals.
Expedite all inbound and outbound record transfers and requests.
Parent and Stakeholder Communication
Maintain communication systems with families, acting as parent/community liaison (phone, email, in-person).
Assist staff in the preparation of any parent newsletters and notices.
Maintain all school postings and newsletters on site.
Deliver mass phone, email and/or text messages to families as needed.
Assist Operations team with translations as needed.
Recruitment &
Enrollment
Manage all incoming applications and enrollment paperwork.
Support with student recruitment efforts.
Assist in lottery preparation, as needed.
Assist with New Student/Parent Orientation (scheduling, enrollment packets, leading small groups).
Create and manage files for all new incoming students.
Office Maintenance
Ensure office materials are organized, stored neatly, and remain accessible to students/staff/parents, as needed.
Ensure that the overall office is clean and creates a warm and welcoming environment.
Student Health
Assist the school nurse in ensuring 100% of students return all applicable health paperwork.
Assist the school nurse in family follow-up as needed.
Regional Responsibilities
Embody KIPP MA’s Code of Conduct by acting with integrity, leading with humanity, centering self-awareness and critical consciousness, taking personal responsibility, and engaging productively
Participate and engage in regional professional development and community events as required
Demonstrated ability to collect and interpret data, evaluate, reason, define problems, establish facts, draw valid conclusions, and make reasonable judgments and decisions in a timely manner in accordance with the needs of the school
Self-awareness, flexibility and emotional intelligence to navigate a setting with students, families, and visitors who may express diverse needs
The consistent use of interpersonal and self-management skills to effectively support behavioral and emotional needs of students and guests to ensure a safe and inclusive environment, as well as build relationships and manage conflict with students, staff, and caregivers
Effective communication skills to perform assigned duties and to meaningfully exchange information with students, staff, families and others in person, through written communication, in front of groups, and on virtual platforms
Physical mobility to move self in various positions in order to execute duties effectively, which may include kneeling, walking, pushing/pulling, squatting, twisting, turning, bending, stooping and reaching overhead
Physical strength sufficient to periodically lift and/or carry 20 pounds of materials or supplies and to physically restrain a student to keep from harming themself and/or others in an emergency situation
Manual dexterity sufficient to perform repetitive hand/wrist/arm motions and to operate a computer and office equipment
KIPP MA staff are supported in their demanding work by experienced and dedicated leadership and staff who have themselves proven successful in their roles. Our leaders maintain consistent school-wide systems and procedures - academic, behavioral, cultural, logistical - designed to permit staff to do their best work.
In addition to the responsibilities listed above, there will occasionally be other duties as assigned that staff will engage in to help promote a positive and safe learning environment and culture.
PHYSICAL REQUIREMENTS
Include, but are not limited to:
Ability to lift up to 25 pounds
Ability to bend, twist, and perform repetitive hand and arm motions