Job Description

Office Coordinator - KIPP Academy Boston Charter School

KIPP Academy Boston 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

• Handle the school’s main office duties (incoming calls, faxes, copy machines, files, mail, and deliveries, etc.)
• Assist with the coordination of 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 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 operations team 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
• Support with language translations as needed

Assistance with Recruitment & Enrollment

• Support the Office Manager with incoming applications and enrollment paperwork
• Assist with student recruitment efforts
• Assist in lottery preparation, as needed
• Assist with New Student/Parent Orientation (scheduling, enrollment packets, leading small groups)
• 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

General Requirements and 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.

Qualifications

QUALIFICATIONS

• Deep alignment with KIPP MA’s mission and values, including the unwavering belief in the high potential of all students
• Commitment to working and engaging as part of a team
• 2 years of customer service experience, preferably in a school setting
• Bilingual (Spanish/English) required
• Associate’s degree strongly preferred
• Proven track record of exemplary customer service
• Excellent organizational skills
• Excellent verbal and written skills
• Excellent computer skills, including Microsoft Office (PowerPoint, Excel, Outlook) and Google Suite
• Experience working with Student Information Systems strongly preferred
• A passion for working in a school setting and a passion for the mission of KIPP MA
• Dedication to helping children grow and learn
• Pass Criminal Background Checks

KIPP MA is an Equal Opportunity Employer. We believe in building a vibrant and welcoming school community that advances our mission of ensuring that all KIPP students graduate with the skills and confidence to lead fulfilling lives. This includes a commitment to attracting and developing individuals who understand the experiences of the students and communities we serve. We hire without consideration to race, religion, creed, color, national origin, age, gender, sexual orientation, marital status, veteran status, or disability.

Additional Information

What We Offer

The minimum base salary range for this non-exempt position is $50,000 to $65,000 (per 1.0 FTE/40 hours per week) with a $1,000 signing bonus—and an annual $2,000 retention bonus in subsequent years, as well as other bonuses, when eligible. This role follows our Extended School Year calendar. For more about what we offer, how to apply and more about KIPP MA, please visit this link HERE.