Office Associate

The Office Associate serves as the face of KIPP Tulsa Public Charter Schools and is an essential member of the schools operations team. As the first point of contact for students families staff and community partners the Office Associate is responsible for creating and maintaining a welcoming responsive and highly efficient front office experience that reflects KIPP Tulsas commitment to exceptional customer service and joyful school culture.

The Office Associate works closely with the Office Manager and reports to the School Principal and Operations Lead to ensure that every interaction with the school community is characterized by professionalism warmth urgency and care. This role plays a critical part in building strong relationships with families and fostering trust through clear communication proactive problem-solving and a service-oriented mindset.

The ideal candidate is highly personable systems-oriented and exceptionally organized with a strong commitment to teamwork and operational excellence. They deeply believe in the KIPP Tulsa educational model and are dedicated to helping build a network of high-performing schools that prepare students with the academic knowledge strength of character and life skills necessary to pursue the paths they choosecollege career and beyondand to lead fulfilling lives while contributing to a more just world in partnership with families and communities.

RESPONSIBILITIES OF THE OFFICE ASSOCIATE WILL INCLUDE:

Front Office Leadership and Customer Service

• Serve as the face of the school and create a welcoming professional and customer-focused experience for all students families staff and visitors.

• Greet and assist visitors while maintaining campus safety and minimizing unnecessary interruptions to instructional and leadership teams.

• Answer and direct incoming phone calls promptly professionally and courteously.

• Respond to parent and family inquiries with urgency and care ensuring all calls and messages are returned within 24 hours whenever possible.

• Build strong relationships with families by providing exceptional customer service and demonstrating hospitality empathy and professionalism in every interaction.

• Support families in navigating enrollment registration attendance records requests and other school processes.

• Receive and distribute mail packages and deliveries.

• Maintain a clean organized and welcoming front office environment that reflects the values and culture of KIPP Tulsa.

• Ensure commonly used forms resources and informational materials are readily available for families and staff.

Student Information Enrollment Data and Records Management

• Maintain accurate student information and records in PowerSchool and cumulative files.

• Support student enrollment registration withdrawals and transfers in compliance with district and state requirements.

• Prepare maintain and audit student cumulative files to ensure compliance and accuracy.

• Request and process student records from previous schools and prepare records for transfer to receiving schools.

• Process proof of enrollment requests transcripts report cards and other student documentation.

• Assist families with enrollment documentation and registration requirements.

• Support teachers and staff with PowerSchool access issues and basic troubleshooting.

• Ensure confidentiality and security of all student records in accordance with FERPA requirements.

Family and School Communications

• Serve as the primary bilingual point of contact for Spanish-speaking families.

• Prepare and distribute school communications announcements newsletters and family notifications.

• Prepare weekly hallway announcements and presentations.

• Support communication efforts related to attendance school events enrollment and family engagement activities.

• Translate written and verbal communications between English and Spanish as needed to support students and families.

• Provide verbal interpretation during parent meetings conferences enrollment appointments disciplinary meetings and other school events as needed.

• Assist Spanish-speaking families with enrollment registration attendance transportation student records meal applications and other school processes.

• Help ensure all school communications are accessible to families in both English and Spanish.

• Support family engagement activities by building positive relationships with students and families from diverse backgrounds.

Bilingual Family Support

• Serve as a cultural and language liaison between the school and Spanish-speaking families.

• Assist staff with communication when language interpretation is needed.

• Help families understand district policies procedures and available resources.

• Support translation of forms emergency notifications school events and compliance documents.

• Promote positive relationships between the school and multilingual families.

Supplies Inventory and Equipment Management

• Manage staff supply requests and maintain appropriate inventory levels.

• Monitor and maintain office equipment including copiers printers laminators and related supplies.

• Conduct weekly inventory checks and proactively reorder materials and supplies as needed.

• Coordinate with vendors and service providers to address equipment issues and maintenance requests.

Operations and School Support

• Support the School Operations Support Lead and the school leadership team with daily operational needs.

• Assist in preparing the campus for the annual school launch and back-to-school activities.

• Support school events family nights celebrations testing administration and other campus activities.

• Assist with student recruitment efforts enrollment campaigns community outreach and lottery events.

• Support document management filing systems compliance documentation and records retention procedures.

• Collaborate with operations and instructional teams to ensure smooth daily school operations.

• Perform additional duties as assigned in support of students families and school success.

Qualifications :

Skills Characteristics and Competencies

• Demonstrates a strong commitment to exceptional customer service and creating positive experiences for families students staff and community members.

• Maintains a cheerful welcoming and solutions-oriented demeanor even in high-pressure situations.

• Possesses excellent interpersonal written and verbal communication skills.

• Demonstrates professionalism discretion and sound judgment when handling confidential information.

• Highly organized with strong attention to detail and the ability to manage multiple priorities simultaneously.

• Proactively identifies problems and develops solutions without waiting for direction.

• Thrives in a fast-paced high-expectations and sometimes unpredictable school environment.

• Demonstrates flexibility resilience and a willingness to do whatever is necessary to support school success.

• Builds strong relationships with students families and colleagues from diverse backgrounds.

• Possesses strong technology skills including proficiency with Microsoft Office Suite Google Workspace and student information systems such as PowerSchool.

• Demonstrates maturity humility professionalism a strong work ethic and a collaborative mindset.

• Believes deeply in the mission of KIPP Tulsa and in the limitless potential of all students.

• Embodies KIPP Tulsas values of joy excellence partnership and continuous improvement.

• Demonstrates the ability to communicate professionally and effectively in both English and Spanish.

• Understands the importance of cultural responsiveness and providing equitable customer service to multilingual families.

Required Qualifications

• Fluency in both English and Spanish is required including the ability to communicate effectively with families in both written and verbal formats.

• Associates degree required; Bachelors degree preferred or equivalent professional experience.

• Minimum of two years of experience in office administration customer service school operations or a related field preferred.

• Experience working in schools nonprofits or service-oriented organizations is strongly preferred.

• Experience with PowerSchool or other student information systems is preferred.

Additional Information :

All your information will be kept confidential according to EEO guidelines.

Compensation and Benefits:

This is a Full-Time 12-month position. 

Employees are eligible to participate in employer benefits including health dental life accidental death and dismemberment short-term and long-term disability and participation in Oklahoma Teacher Retirement plans.

As an equal opportunity employer KIPP Tulsa does not discriminate on the basis of race color religion (creed) gender age national origin (ancestry) disability marital status sexual orientation military status or any other basis made unlawful by applicable federal state or local laws or regulations.

Remote Work :

No

Employment Type :

Full-time