Position Title: Office & Operations Coordinator
FLSA Status: Exempt
Position Purpose:The Office & Operations Coordinator serves as the welcoming face of River Valley Charter School and provides administrative and operational support that helps the school run smoothly each day. This position manages the front office, serves as the primary point of contact for students, families, visitors, and callers, and provides administrative support to the Operations Lead and school leadership.
The Office & Operations Coordinator ensures that daily office operations are organized, responsive, and efficient while also assisting with event coordination, communication, record keeping, office supply purchasing, and a variety of operational projects. This role is ideal for someone who enjoys serving others, thrives in a fast-paced environment, and takes initiative to solve problems and support the broader work of the school.
Core Responsibilities:
Front Office Operations: The Office & Operations Coordinator will:
- Serve as the primary receptionist and first point of contact for students, families, staff, visitors, and community members.
- Answer, screen, and direct incoming phone calls professionally and efficiently.
- Welcome visitors and manage visitor check-in procedures.
- Monitor the front office to ensure a welcoming, organized, and secure environment.
- Respond to routine questions and direct inquiries to the appropriate staff member.
- Receive and distribute mail, deliveries, and incoming correspondence.
- Provide technical support for all office equipment as needed.
Administrative and Operational Support: The Office & Operations Coordinator will:
- Provide administrative support to the Operations Lead, Data and Compliance Manager, and Executive Director.
- Assist with inventory management and reimbursement processes.
- Coordinate substitute teacher requests and daily staffing logistics.
- Support planning and logistics for school events, meetings, and professional development.
- Assist with maintaining operational records and documentation.
- Support a variety of operational projects and administrative tasks as assigned.
Student and Family Support: The Front Office & Operations Coordinator will:
- Manage daily attendance communication and documentation.
- Support student enrollment and withdrawal paperwork.
- Assist families with routine questions regarding school procedures, schedules, and logistics.
- Prepare and distribute routine school communications, including newsletters and announcements.
- Coordinate communication between families and school staff as appropriate.
Collaboration: The Office & Operations Coordinator will:
- Work closely with the Operations Lead to support the execution of school operations.
- Collaborate with teachers and other staff to address day-to-day operational needs.
- Support school-wide events and activities.
- Demonstrate flexibility by assisting wherever needed to ensure the smooth operation of the school.
Essential Functions: The essential functions of the Office & Operations Coordinator position include, but are not limited to:
- Serving as the primary receptionist and first point of contact for students, families, staff, visitors, and community members, ensuring a welcoming, professional, and responsive front office environment.
- Managing daily front office operations, including answering phones, greeting visitors, directing inquiries, and maintaining visitor management procedures.
- Providing administrative and operational support to the Operations Lead, Executive Director, and school staff.
- Coordinating attendance, student records, correspondence, and other routine administrative functions.
- Assisting with scheduling, meetings, events, substitute coordination, and schoolwide operational logistics.
- Preparing, organizing, and maintaining operational records, reports, communications, and other school documentation.
- Coordinating communication and follow-through among families, staff, vendors, and community partners.
- Managing multiple priorities, frequent interruptions, and time-sensitive tasks while maintaining accuracy and professionalism.
- Maintaining confidentiality regarding student, personnel, and organizational information.
- Performing duties requiring frequent movement throughout the school building and active engagement with students, families, staff, and visitors throughout the school day.
- Regular and reliable attendance.
Performance Expectations:Performance will be evaluated based on:
Front Office Operations
- Creates a welcoming, professional, and responsive experience for students, families, staff, and visitors
- Ensures phone calls, emails, and front office inquiries are handled accurately, efficiently, and courteously
- Maintains an organized, secure, and well-functioning front office environment
Operational Execution
- Consistently and accurately executes daily operational systems and administrative processes
- Effectively manages attendance, records, scheduling, and assigned operational tasks
- Demonstrates strong organization, attention to detail, and follow-through on assigned responsibilities
Administrative Support
- Provides reliable and proactive support to the Operations Lead, Executive Director, and school staff
- Coordinates meetings, events, communications, and operational logistics effectively
- Anticipates needs, solves problems proactively, and follows through on assigned projects
Professional Responsibilities
- Demonstrates professionalism, confidentiality, and sound judgment in all interactions
- Builds positive relationships with students, families, colleagues, vendors, and community members
- Responds positively to feedback and contributes to a collaborative, service-oriented school culture
- Demonstrates reliability, flexibility, initiative, and a willingness to support school-wide needs
Qualifications:
- Associate's degree required; bachelor's degree preferred
- Two or more years of experience in administrative support, office management, customer service, or school operations
- Experience working in a school, nonprofit, or other fast-paced service environment preferred
- Demonstrated proficiency with Google Workspace, Microsoft Office, social media platforms, and standard office technology
- Strong organizational, communication, and customer service skills
- Ability to maintain confidentiality and exercise sound judgment when handling sensitive information
Key Competencies:
- Exceptional organization and attention to detail
- Strong customer service and interpersonal skills
- Ability to manage multiple priorities and frequent interruptions
- Excellent written and verbal communication
- Initiative and problem-solving
- Reliability and follow-through
- Flexibility and adaptability
- Professional judgment and discretion
- Collaborative approach and willingness to support others
- Sense of humor and willingness to bring joy to the work
Salary Range: $50,000-$62,500 per year
Additional Employment Information:
Equal Employment Opportunity: RVCS provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex (including pregnancy, lactation, childbirth, and related medical conditions), gender identity, sexual orientation, national origin, ancestry, age, physical or mental disability, genetic information, military service or veteran status, citizenship status, or any other classification protected by applicable federal, state, or local law. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer and compensationRVCS prohibits unlawful discrimination, harassment, and retaliation of any kind.
At-Will Employment: Employment with RVCS is at-will. This means that either the employee or RVCS may terminate the employment relationship at any time, with or without cause or advance notice, to the extent permitted by applicable law. Nothing in this job description or any other document shall be construed to create a contract of employment or alter the at-will nature of employment.
ADA Accommodation Statement: RVCS is committed to complying with the Americans with Disabilities Act (ADA) and applicable state and local laws. Reasonable accommodations will be provided to qualified individuals with disabilities to enable them to perform the essential functions of the positionRVCS will engage in an interactive process to determine appropriate accommodations. Applicants or employees who require an accommodation should notify Human Resources.
Job Duties Disclaimer: This job description is intended to describe the general nature and level of work performed. It is not intended to be a complete or exhaustive list of all duties, responsibilities, or qualifications required for the position. RVCS reserves the right to modify, assign, or remove duties and responsibilities at any time, with or without notice, in accordance with business needs.
Pay: $50,000.00 - $62,500.00 per year
Benefits:
- Dental insurance
- Health insurance
- Vision insurance
Work Location: In person
