Office Coordinator

The Office Coordinator is the welcoming face and operational heartbeat of the school campus ensuring families students and staff experience clear timely and caring service across both schools. Reporting to the Director of School Operations the Coordinator owns front-office executionphones visitors uniforms packages translation access and day-to-day adminwhile supporting attendance outreach safe arrival/dismissal copier/office care school communications and event logistics. The role also captures and nurtures prospective-family leads (calls walk-ins interest forms events referrals) schedules tours and guides families through application and registrationso classrooms run without interruption and every family feels known informed and supported.

The responsibilities and essential functions of the role include:

Operations General Operations and Events Responsibilities

• Greets and assists students parents and visitors with a friendly professional demeanor ensuring the schools front office reflects a welcoming and supportive environment.

• Covers the front desk including answering phone calls responding to parent requests receiving packages selling uniforms and ensuring daily front office activities run smoothly.

• Maintains a professional positive school image by managing day-to-day administrative tasks such as phone calls emails and visitor check-ins with efficiency and courtesy.

• Supports daily operations tasks such as copier care attendance phone calls and arrival/dismissal duty to ensure consistent smooth school functioning.

• Participates in special projects as assigned contributing operational expertise and administrative support to advance school priorities.

• Directly support with the strong execution of daily safe and efficient arrival and dismissal procedures 

School Communications

• Assists with school-wide communication to parents including newsletters updates and announcements ensuring families are well-informed and engaged.

• Maintains clear communication channels that effectively share key campus events deadlines and updates with parents guardians and staff.

• Creates and distributes communication materials for students parents and staff ensuring consistent messaging aligned with school culture and priorities.

• Supports special events by arranging space and furniture ordering materials and refreshments setting up event spaces and coordinating staff support as needed.

• Directly support with the strong execution of daily safe and efficient arrival and dismissal procedures 

• Maintains clean organized and welcoming storage and shared spaces ensuring accessibility functionality and a professional appearance.

Operations Attendance/Enrollment Management Responsibilities

• Complete daily attendance calls.

• Communicates effectively with families about the application enrollment and withdrawal processes to build trust and foster long-term engagement.

• Support families with new student registration as needed to ensure all newly assigned families complete registration within 5 days; Support the schools returning families re-registration efforts to ensure 90% of returning families have re-registered by the target date

• Capture and log all prospects (calls walk-ins interest forms events referrals); Contact new leads within 24 hours; nurture via call/text/email schedule tours and guide families through application and registration; ensure translation support and escalate barriers; run weekly re-engagement for inactive leads

Operations Technology Responsibilities

• Ensures all teachers complete monthly chromebook cart audits. Completes spot checks of audits weekly. 

• Observes and clears copy machine jams promptly and requests Konica maintenance support when needed to minimize downtime.

• Manages supply orders for copy/print systems to maintain adequate inventory and ensure smooth daily operations.

• Ensures shared-use equipment (e.g. poster makers laminators copiers) is maintained stocked and accessible to staff resolving issues promptly to minimize instructional disruptions.

• Orders and maintains office supplies equipment and materials within budget constraints to ensure smooth daily operations.

Operations Transportation Responsibilities

• Ensure all buses have correct signage

• Submit late bus data daily into regional tracker and communicate to regional lead when buses are doubled-up

• Ensure bus write-ups are followed up on by culture team

• Serve as a liasion between families and the bus company to problem-solve any issues that arise

• Ensure all drivers check their bus before pulling off in the morning

• Submit bus stop change requests to our router in a timely manner and communicate updates to the family as soon as they are received

• Manage and update the schools transportation roster

Qualifications :

The following are required for the role:

• Education & Credentials: High School Diploma/GED

• Experience: 2 years front-office or administrative support in a school healthcare or customer-service setting; Experience handling high-volume phones/visitors student records and cash/check handling.

• Knowledge: Deep understanding of front-office protocols attendance procedures records retention basics (FERPA awareness); Visitor management and safety procedures; family communication norms; Basic purchasing and inventory practices.

• Technical Skills & Tools: Proficiency with Google Workspace/Microsoft 365; calendaring & mail merge; SIS user proficiency for attendance enrollment and student lookup; Copier/printer/postage systems; visitor management (e.g. Raptor) preferred.

The following are strongly preferred for the role:

• Associates Degree; Bilingual (e.g. Spanish) and strong customer-service orientation; Notary commission (where useful) or medical/clinic front-desk experience; Experience with mass-communication tools (SchoolMessenger Blackboard Mailchimp).

Work Environment and Physical Demands

The physical demands and environmental conditions described below are representative but not exhaustive of those that must be met by an employee to successfully perform the essential functions of the role. All of these physical requirements should be able to be performed with clarity coherence and connectedness of the KNOS vision and reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

• While performing the duties of this job the individual is regularly required to communicate information and ideas effectively so others will understand. 

• Must be able to exchange accurate information in these situations including noisy environments such as cafeterias and playgrounds to more moderate situations such as classrooms or large group professional settings.

• Specific vision abilities required by this job include the ability to observe details at close range (within a few feet of the observer).

• This role routinely uses standard office equipment such as laptop computers and various digital devices and one needs to be able to read analyze and interpret data (emails memos letters etc.) and maintain visual attention and mental concentration for significant periods of time.

• Ability to meet the physical demands of classroom teaching (standing circulating occasional lifting/moving of classroom materials); Able to sit and work at a desk/computer for extended periods of time.

• Ability to safely lift and move up to 30 lbs independently

• Duties may require traveling to other school facilities using employees personal transportation.

• This is a full-time 100% on-site position; Regular work hours Monday through Friday will be established with your supervisor. Occasional evening and weekend work may be required as job duties demand.

Work Authorization

• Applicants must be currently authorized to work in the United States for any employer.

Commitments

• Maintain a friendly respectful professional and courteous attitude with all people including all KNOS employees Board members community and philanthropic partners funders and vendors.

• Model superior customer service behavior by maintaining positive relationships with all KNOS stakeholders.

• Contribute as a positive and effective team member; work effectively with other team members to accomplish KNOS goals. 

• Be prompt and available for flexible scheduling; be honest and fair in all professional dealings.

Additional Information :

• This is an hourly position and we routinely engage in compensation analysis for all roles across the organization to ensure that we remain competitive in the market.
   
• 403(b) retirement plan KNOS matches 100% of employee contribution up to the first 5% of salary and any bonuses. Vested immediately in 403(b).
   
• KNOS employees are eligible for health and wellbeing benefits starting the first day of the month following their Date of Hire.
   
• Comprehensive customizable health coverage including disability life insurance hospital indemnity FSAs for health and dependent care and free dental and vision for employees.
   
• KNOS employees are provided 30 paid holidays and additional paid time off.
   
• Opportunities for on-going professional development.

Disclaimer:

• Please note this job description is not designed to cover or contain a comprehensive listing of activities duties or responsibilities that are required of the employee for this job. Duties responsibilities and activities may change at any time with or without notice.

• This job description shall not constitute or be construed as a promise of employment or as a contract between KNOS and any of its employees.

KIPP New Orleans Schools is an Equal Opportunity Employer:

At KIPP New Orleans Schools we are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and employees without regard to race color religion or belief national social or ethnic origin sex (including pregnancy) age disability sexual orientation gender identity and/or expression marital status veteran service genetic information family or parental status or any other status in accordance with applicable federal state and local laws. KNOS expressly prohibits any form of unlawful employee harassment based on any of the characteristics listed here. Improper interference with the ability of KNOS employees to perform their expected job duties is absolutely not tolerated.

KNOS complies with applicable state and local laws governing non-discrimination in employment in every location in which the KNOS has facilities. This policy applies to all terms and conditions of employment including but not limited to hiring placement promotion termination layoff recall transfer leaves of absence compensation and training.

Contact Us:

Please contact our regional Talent Team at with any questions.

Remote Work :

No

Employment Type :

Full-time