Operations Associate

About the role

You own the daily execution of front office operations that keep the school running smoothly and support the academic mission. You serve as the primary gatekeeper, shaping how families, staff, and vendors experience the school environment. You answer phones, redirect inquiries appropriately, and relay messages to staff in a timely and professional manner. You maintain a clean, organized, and secure office environment that reflects the school's commitment to excellence. You manage a wide range of non-instructional tasks with discretion and reliability, ensuring that administrative systems function without disruption. You lead and support operational projects from planning through execution, taking ownership of timelines and compliance. You act as a trusted point of contact during student emergencies and provide calm, effective operational support to staff, students, and families. You uphold the mission of Classical Charter Schools by embodying professionalism, integrity, and a customer-first mindset in every interaction.

Key facts

What you'll do

Coordinate the flow of communication by answering phones, redirecting inquiries, and relaying messages to appropriate staff members in a timely manner.

Serve as the office gatekeeper to address questions and minimize interruptions of the school administration team while maintaining a welcoming atmosphere.

Manage daily school operations and administrative systems to support the effective functioning of the school across all departments.

Oversee procurement, purchasing, inventory management, vendor relationships, invoice processing, and budget tracking with attention to accuracy and compliance.

Maintain accurate student records and data systems, including attendance, enrollment, transportation, and compliance documentation in school-based platforms.

Experience using ATS, Galaxy, FAMIS, SchoolMint and other school-based systems to support operational, financial, and reporting requirements.

Plan and execute school-wide events and logistics, including picture day, field trips, family events, testing, graduation, and special programs from initial planning through final execution.

Prepare and submit permits, transportation requests, facility requests, and other required operational documentation in a thorough and timely manner.

Manage shipping, receiving, supply distribution, food service support, printing services, and office operations to ensure smooth daily functionality.

Respond to student emergencies and provide operational support to staff, students, and families with calm and decisive action.

Coordinate student transportation services, including bus eligibility, route assignments, and MetroCard distribution in partnership with transportation vendors.

Lead and support operational projects while ensuring timely execution, compliance, and strong customer service to internal and external stakeholders.

Manage relationships with vendors and service providers, negotiating terms and monitoring performance to support school operations.

Monitor and maintain office supplies, equipment, and facilities to prevent disruptions and support a productive learning environment.

Support the enrollment process by managing application materials, verifying documentation, and communicating with prospective families.

Assist with budgeting, data analysis, and reporting related to operations, using systems to track spending, inventory, and compliance metrics.

Requirements

Bachelor's degree required.

Experience working with children in a school or care setting.

At least 2-3 years experience in school operations, office administration, customer service, administrative support, or a related field.

Previous experience working in a K-12 school, charter school, higher education, or nonprofit setting.

Experience working with databases, student information systems, or other operational software platforms.

Strong organizational skills with the ability to manage multiple priorities and deadlines simultaneously.

Excellent written and verbal communication skills.

Strong attention to detail and accuracy when managing records, compliance documentation, and operational processes.

Proficiency with Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).

Ability to handle confidential and sensitive information with professionalism and discretion.

Strong customer service mindset and ability to build positive relationships with staff, students, families, and vendors.

Ability to problem-solve independently and exercise sound judgment in fast-paced environments.

Ability to adapt quickly to changing priorities and urgent operational needs.

Demonstrated ability to manage projects from planning through execution.

Ability to work both independently and collaboratively as part of a team.

Willingness to adhere to school policies, procedures, and compliance protocols at all times.

Commitment to maintaining a professional appearance and demeanor consistent with the school's classical mission.

Nice to have

Experience with systems such as ATS, SchoolMint, Galaxy, FAMIS, or other student information systems.

Experience coordinating events, logistics, transportation, or vendor relationships.

Experience with purchasing, inventory management, budgeting, or invoice processing.

Knowledge of school compliance requirements and student record management.

Practical notes

Hours: 7:30-4:45

Travel: Not applicable

Visa: Not applicable