Job Title: Expanded Learning Assistant Coordinator
Orange County Educational Arts Academy (OCEAA) is a TK-8 independent charter school specializing in dual language immersion programming which serves over 600 students. Our mission at OCEAA is simple: to nurture all learners to become creative, critical thinkers by providing high quality standards-based instruction through the arts, technology, language and culture.
OCEAA has a diverse population; approximately 70% of our students are low income, 38% are English Learners and 14% are Students with Disabilities. Grounded in our Habits of Character－ integrity, compassion, courage, collaboration, and perseverance, OCEAA partners with as a national network school to create classrooms where students achieve content mastery in two languages and become active contributors in building a better world.
Schedule: Monday through Friday, 10:00am- 6:30pm
Calendar: 230 Duty days, refer to School Calendar
Reports to: Student Activities & Expanded Learning Coordinator
GENERAL SUMMARY:
The Assistant Coordinator – Expanded Learning supports the daily operations and implementation of the school's Expanded Learning Programs, including ASES and ELO-P. Working closely with the Student Activities & Expanded Learning Coordinator, this position helps ensure the delivery of high-quality, engaging, safe, and inclusive programming that supports students' academic, enrichment, and social-emotional development.
The Assistant Coordinator provides operational, administrative, and programmatic support through staff coordination, student engagement, family communication, after school event planning, attendance monitoring, and program implementation. This position serves as a key support to program leadership and helps maintain a positive and effective expanded learning environment.
DUTIES AND ESSENTIAL JOB FUNCTIONS. Other duties may be assigned as needed.Program Operations & Administration
- Support the daily implementation of Expanded Learning and after-school program operations under the direction of the Student Activities & Expanded Learning Coordinator.
- Assist with staff coverage, student group assignments, attendance, scheduling, daily logistics, program transitions, structured routines, student supervision, and overall program flow to ensure safe, efficient, and high-quality program operations.
- Serve as the secondary on-site leader during after-school hours by providing guidance and operational support to staff, assuming primary on-site leadership in the absence of the Director of Student Activities & Expanded Learning.
- Monitor program implementation to ensure activities are delivered in accordance with established schedules, procedures, safety expectations, and program requirements, communicating operational concerns, staffing needs, and recommendations to the Coordinator.
- Assist with coordinating vendors, transportation, facility use, program schedules, calendars, and other operational logistics.
- Collect, organize, and maintain required program documentation, including attendance, student records, permissions, forms, and other administrative records, while performing general administrative duties such as data entry, meeting notes, filing, copying, and operation of office equipment.
- Attend required meetings, training, and professional development.
Program Planning, Enrichment & Student Engagement
- Coordinate the implementation of academic support, enrichment activities, clubs, leadership opportunities, extracurricular activities, special projects, student showcases, and social-emotional learning experiences aligned with department goals and program requirements.
- Collaborate with the Curriculum & Program Support Lead to ensure lesson plans, enrichment activities, and program offerings are effectively implemented across all student groups.
- Monitor program schedules, activity rotations, staffing assignments, student participation, attendance, engagement, and overall program quality, providing recommendations to improve student involvement, retention, and program effectiveness.
- Support staff in implementing planned activities, positive behavior management systems, and student engagement strategies while maintaining safe, structured, inclusive, and engaging learning environments.
Expanded Learning Events, Activities & Family Engagement
- Support the planning and coordination of after-school events, family engagement activities, student showcases, recognition events, expanded learning celebrations, field trips, and enrichment experiences aligned with ASES and ELO-P goals.
- Coordinate event and field trip logistics, including staffing, scheduling, transportation, facilities, supplies, permissions, documentation, and compliance with school policies, safety procedures, grant requirements, and program expectations.
- Communicate with families regarding events, field trips, schedules, participation requirements, and program updates, including developing and distributing the monthly Expanded Learning Program newsletter in collaboration with department staff.
- Collaborate with the Curriculum & Program Support Lead to showcase student projects, enrichment activities, and program outcomes, and with the Student Activities Assistant Coordinator when activities involve both Expanded Learning programs and school-wide student events.
- Support attendance incentives, student recognition programs, and engagement initiatives designed to increase participation and retention.
Staff Support & Team Collaboration
- Provide guidance and support to program staff, instructional aides, activity leaders, and volunteers, including onboarding and training of new staff.
- Facilitate communication between staff and program leadership while supporting staff meetings, team-building activities, and professional development.
- Promote a positive, collaborative, and student-centered program culture.
Student & Family Support
- Build positive relationships with students and families to foster a welcoming, inclusive, and supportive environment.
- Support the implementation of behavior management systems, behavior interventions, conflict resolution, and student engagement strategies aligned with schoolwide expectations.
- Communicate regularly with families regarding student attendance, behavior, program schedules, activities, and updates through ParentSquare, social media, newsletters, marketing materials, and other communication channels.
- Collaborate with school-day staff, families, and the broader school community to support student success and address student needs.
Attendance, Enrollment, Documentation & Reporting
- Oversee daily attendance tracking for all Expanded Learning programs, ensuring attendance records are accurate, complete, and submitted in accordance with program requirements.
- Monitor student attendance, participation, and enrollment, following up with families regarding absences, attendance concerns, enrollment changes, and program participation requirements.
- Maintain student enrollment records, waitlists, registration documents, emergency information, program files, and other required student and family documentation, ensuring records are accurate, current, securely maintained, and audit-ready.
- Coordinate annual enrollment, registration, and student information updates in accordance with department procedures.
- Collect, organize, verify, and maintain program data and records related to attendance, enrollment, participation, family communications, and program compliance requirements.
- Prepare attendance, enrollment, participation, and other required reports and documentation for the Director, including ASES, ELO-P, and other expanded learning reporting requirements.
- Monitor documentation practices and collaborate with the Director to support grant compliance, audits, monitoring visits, program reporting, compliance reviews, and continuous improvement efforts.
Program Quality & Continuous Improvement
- Support quality assurance, continuous improvement initiatives, and the implementation of program best practices to enhance student outcomes and program effectiveness.
- Assist with gathering participant feedback, program data, and staying informed of current trends and best practices in expanded learning and youth development.
QUALIFICATIONS:
Education
- Associate’s degree or 48 units of college credit.
- Combination of relevant education and experience may be considered.
Experience
- Minimum of three (3) years of experience in after-school, expanded learning, youth development, education, recreation, or a related field.
- Minimum of one (1) year of leadership, supervisory, or program coordination experience preferred.
- Experience coordinating student programs, enrichment activities, field trips, events, family engagement initiatives, and managing student attendance, enrollment, records, and program documentation.
- Experience supervising, coaching, and supporting staff and/or volunteers.
- Experience maintaining compliance with state, local, organizational, and grant requirements, including preparing reports and documentation.
- Experience working with grant-funded programs (e.g., ASES, ELO-P, 21st Century Community Learning Centers), including program budgets, student fees, scholarships, and billing processes preferred.
- Experience working with diverse student populations and families in school or community-based settings.
Knowledge, Skills, and Abilities
- Knowledge of Expanded Learning Opportunities Program (ELO-P), After School Education and Safety (ASES) grant requirements, and youth development best practices preferred.
- Strong understanding of child and adolescent development, behavior management, and social-emotional learning practices.
- Strong leadership, team-building, and staff support skills.
- Ability to plan, organize, prioritize, and manage multiple projects, events, deadlines, operational responsibilities, and competing priorities while maintaining accuracy, attention to detail, and high-quality work.
- Ability to analyze data, monitor attendance, maintain accurate records, and prepare reports.
- Strong critical thinking, problem-solving, and decision-making skills, with the ability to exercise sound judgment, anticipate challenges, implement solutions, and independently manage daily operations within established guidelines.
- Demonstrated ability to work independently and collaboratively while demonstrating initiative, accountability, ownership, flexibility, and adaptability in a fast-paced environment.
- Excellent verbal, written, interpersonal, customer service, and relationship-building skills, with the ability to communicate effectively and maintain positive working relationships with students, families, staff, community partners, and other stakeholders.
- Ability to maintain professionalism, composure, confidentiality, and discretion when handling sensitive information and challenging situations.
- Demonstrated commitment to student success, family engagement, equity, inclusion, positive youth development, and a solution-oriented work environment.
- Proficiency with Google Workspace, Microsoft Office, student information systems, and data management platforms.
Licenses, Certifications, and Requirements
- Valid California driver's license and proof of insurability preferred.
- Current First Aid and CPR certification, or the ability to obtain certification within a designated timeframe.
- Successful completion of all required background clearances and trainings, including DOJ/FBI fingerprint clearance, TB clearance, and all applicable state, district, grant, and organizational training requirements.
- Ability to work a flexible schedule, including occasional evenings, weekends, and special events, as needed.
Physical Requirements
- Ability to move throughout indoor and outdoor program environments while supervising students during activities, recreation, field trips, and special events.
- Ability to sit, stand, walk, bend, reach, and use standard office equipment for extended periods.
- Ability to lift, carry, and move materials weighing up to 25 pounds.
Salary: $30.00 - $35.00 DOE
Job Type: Full-time
Pay: $30.00 - $35.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Flexible schedule
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
