Job Title: Student Activities 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: 40 hours/week, Monday–Friday, 10:00 a.m.–6:30 p.m., 30-minute lunch
The Student Activities Assistant Coordinator is expected to work a flexible schedule as needed to fulfill the responsibilities of the position, including occasional evenings, weekends, school events, family engagement activities, staff meetings, field trips, and special programs.
Calendar: 230 Duty days, refer to School Calendar
Reports to: Student Activities & Expanded Learning Coordinator
General Summary:
The Student Activities Assistant Coordinator plans, coordinates, and implements student activities, events, field trips, clubs, and family engagement opportunities. This position serves as a key operational support role, ensuring activities and programs are organized, compliant, and aligned with the school's mission and goals.
The Student Activities Assistant Coordinator works closely with students, staff, families, community partners, and vendors to provide engaging student experiences and maintain efficient school activities and programming. The role assumes day-to-day oversight responsibilities in the absence of the Student Activities & Expanded Learning Coordinator for any student activity related events. This position also supports the daily operations of the after-school program as needed.
Student Activities & Events
- Coordinate and oversee the day-to-day planning, organization, implementation, and evaluation of student activities, assemblies, celebrations, performances, fundraisers, family engagement events, field trips, clubs, leadership opportunities, conservatories, enrichment activities, extracurricular programming, and other school-sponsored programs.
- Maintain and manage the student activities calendar, facility schedules, event timelines, records, contracts, permits, documentation, and activity files to ensure effective coordination, communication, and compliance.
- Process event, field trip, fundraiser, club, and activity requests and prepare recommendations for Director review and approval.
- Coordinate all logistical aspects of approved events and field trips, including scheduling, facility reservations, transportation, vendor coordination, contracts, supplies, staffing, setup, execution, post-event follow-up, permissions, required documentation, communication, and compliance with school procedures.
- Coordinate student photography services and related activities, including Fall Picture Day, Spring Picture Day, Make-Up Picture Day, and 8th Grade Promotion Pictures.
- Support the planning and implementation of major school-wide events, including Jog-a-Thon, Volunteer Appreciation Events, Community Resource Fairs, Family Engagement Events, and other special programs.
- Recruit, coordinate, and communicate with volunteers, vendors, community partners, and service providers supporting student activities and events.
- Develop and distribute communications related to student activities through ParentSquare, newsletters, social media, flyers, and other communication channels.
- Monitor event implementation and provide recommendations to improve student participation, family engagement, and program effectiveness.
- Collaborate with the Expanded Learning Assistant Coordinator when activities involve after-school programs, ASES, ELO-P, or other expanded learning initiatives.
- Serve as the primary operational point of contact for student activities, events, field trips, and family engagement programs, communicating operational needs, scheduling conflicts, recommendations, and event updates to the Director for review and decision-making.
After School Program Support
- Support daily after-school program operations, including student supervision, attendance monitoring, staff coverage, program logistics, and routine operational needs.
- Assist with maintaining accurate student records, attendance documentation, enrollment information, program files, and compliance requirements for ASES, ELO-P, and other expanded learning programs.
- Support communication with families regarding attendance, schedules, program updates, and other program-related information.
- Provide operational support during program hours and assist in resolving routine program issues as they arise.
Administrative & Operational Support
- Maintain organized records, files, calendars, and documentation related to events and programs.
- Prepare meeting materials, take meeting notes, and assist with follow-up action items.
- Operate standard office equipment and software systems.
- Assist with data collection, reporting, and program documentation.
- Attend professional development opportunities and trainings as assigned.
- Follow all school policies, procedures, confidentiality standards, and safety requirements.
- Perform other related duties as assigned.
Qualifications:
Education
- Associate’s degree or 48 units of college credit.
- Combination of relevant education and experience may be considered.
Knowledge, Skills, and Abilities
- Strong event planning, project management, and logistics coordination skills, including the ability to manage multiple events, field trips, fundraisers, clubs, activities, stakeholders, timelines, and deadlines simultaneously.
- Strong organizational and time-management skills with exceptional attention to detail, accuracy, and follow-through.
- Excellent written, verbal, and interpersonal communication skills, with the ability to communicate clearly, professionally, and effectively with students, families, staff, administrators, community partners, vendors, and diverse audiences.
- Strong leadership, problem-solving, and decision-making skills, with the ability to exercise sound judgment and respond effectively in dynamic situations.
- Ability to establish and maintain positive working relationships with students, families, staff, community partners, volunteers, vendors, and stakeholders.
- Excellent customer service skills and a demonstrated commitment to creating positive experiences for students, families, and the school community.
- Ability to work independently, take initiative, function as a self-starter, and proactively identify needs, anticipate challenges, and implement solutions.
- Ability to independently manage daily operations, resolve routine issues, and ensure successful program implementation within established guidelines.
- Ability to prioritize competing responsibilities, manage multiple deadlines, and adapt to changing priorities in a fast-paced educational environment.
- Strong conflict resolution and crisis management skills.
- Knowledge of youth development principles, student engagement strategies, and best practices for working with children and adolescents.
- Demonstrated cultural competency and sensitivity to the needs of diverse and historically underserved communities.
- Ability to serve as a positive role model and uphold the school's mission, values, and expectations for student behavior.
- Ability to maintain accurate records, monitor budgets, track expenditures, manage program documentation, and ensure compliance with established procedures.
- Ability to maintain professionalism, confidentiality, composure, and discretion when handling sensitive information and challenging situations.
- Ability to work collaboratively as part of a team while demonstrating ownership, accountability, and initiative.
- Demonstrated ability to maintain a positive attitude and contribute to a solution-oriented work environment.
- Proficiency in Google Workspace, Microsoft Office applications, student information systems, and communication platforms such as PowerSchool and ParentSquare.
- Bilingual and biliterate in English and Spanish preferred.
Experience
- Minimum of two (2) to three (3) years of experience performing administrative, office support, event coordination, youth program support, or related responsibilities.
- Experience coordinating school events, fundraisers, field trips, student activities, clubs, family engagement events, or similar programs preferred.
- Demonstrated experience managing event logistics, timelines, facility scheduling, vendor coordination, transportation arrangements, volunteer coordination, and event communications.
- Experience reviewing requests, coordinating approvals, and monitoring activities to ensure compliance with organizational policies and procedures preferred.
- Experience maintaining records, preparing reports, managing schedules, and supporting operational functions.
- Experience working in a school, nonprofit, youth development, or community-based organization preferred.
- Demonstrated ability to provide high-quality customer service and maintain positive professional relationships with diverse stakeholders.
Certifications & Clearances
- Valid First Aid and CPR certification required or ability to obtain within designated timeframe.
- Valid Tuberculosis (TB) clearance required.
- Successful completion of all required background checks and employment clearances.
- Current First Aid and CPR certification or ability to obtain certification upon hire.
Physical Requirements
- Ability to sit, stand, walk, bend, stoop, reach, climb stairs, push, pull, and carry materials throughout the workday.
- Ability to lift and move up to 25 pounds.
- Ability to participate in indoor and outdoor events, activities, and field trips.
- Ability to operate standard office equipment, computers, and related technology.
- Ability to work occasional evenings, weekends, and special events as required.
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
