Campus Operations Coordinator

Description

School Mission Statement & Profile

Founded and rooted in the Gospel values of the Catholic Church and the charism of the Sisters of St. Joseph of Carondelet, the Academy of Our Lady of Peace (OLP) empowers young women in an innovative learning environment that honors the individual while fostering community, and develops faith-filled leaders dedicated to the “love of God and the dear neighbor without distinction.”

OLP is a school of approximately 750 students, committed to creating a diverse and inclusive educational community. The school emphasizes 21st-century learning, academic excellence, and the development of leadership skills. Our professional culture values collaboration, lifelong learning, and a growth mindset.

Reports To: Director of Facilities

Job Classification: Full-Time, Non-Exempt

Department: Facilities.

Position Overview

The Campus Operations Coordinator serves as the operational and administrative hub of the Facilities Department, functioning in a high-level, executive-support capacity for the Director of Facilities. Working in close partnership with the Director of Facilities, Senior Maintenance Technician, and School Safety and Security Coordinator, and coordinating regularly with outside service partners — including the Food Service Manager and outsourced janitorial vendor — this role ensures that campus operations, events, and facilities systems reflect the excellence, hospitality, and mission of OLP.

The Campus Operations Coordinator owns the department's scheduling systems and calendars, coordinates vendor and service delivery for events, and leads the planning and execution of campus events from concept through completion. This role also consolidates the records, data, and regular reporting maintained across the department — including maintenance, security, transportation, events, and vendor services — into a unified view for the Director of Facilities, and works continuously to streamline department systems, workflows, and reporting.

Essential Responsibilities

These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Campus & Special Events Logistics

• Lead the planning, coordination, and execution of campus events, aligning logistics, staffing, and production timelines with the Director of Facilities and school leadership.
• Oversee event budgets, vendors, and related logistics with a high degree of organization, judgment, and follow-through.
• Coordinate space usage, vendor support, and campus readiness for school and community events.
• Create and revise room layouts, and lead on-site event setup, production, and clean-up.
• Arrange food and beverage service, audiovisual equipment, event signage, and décor in coordination with the Food Service Manager and outside vendors.
• Coordinate parent and community volunteer support for events.
• Prepare event materials, including registration lists, seating charts, nametags, and gift bags.
• Coordinate event traffic and parking logistics with the School Safety and Security Coordinator.
• Coordinate campus readiness for assemblies, emergency drills, and school-wide ceremonies, including graduation and Baccalaureate.

Facilities Systems & Calendar Management

• Own and manage the campus facilities and events calendar using Qware (or successor scheduling software), ensuring accurate, coordinated scheduling across all departments, events, and space requests.
• Develop and maintain facilities logistics systems, workflows, and documentation that support consistent, efficient department operations.
• Process work orders and service tickets from submission through completion, coordinating with the Senior Maintenance Technician.
• Coordinate room and space reservations for internal departments and outside organizations using school facilities.
• Manage departmental supply ordering, inventory, and the purchasing and delivery of furniture and equipment.

Data, Records & Reporting

• Consolidate maintenance, safety, and compliance data and reporting produced by the Senior Maintenance Technician, School Safety and Security Coordinator, and Lead Van Driver into a unified reporting system for the Director of Facilities. (Each functional area continues to own and maintain its own technical and compliance records; this role aggregates and reports on them.)
• Build and maintain department-wide data sets, trackers, and dashboards covering maintenance, security, transportation, events, and vendor performance.
• Prepare regular reports and summaries for the Director of Facilities, consolidating data and status updates from across all department functional areas.
• Track departmental inventory across functional areas, including maintenance supplies, event equipment, and vendor-managed assets.
• Maintain the department's central filing and documentation system for administrative records, forms, and reports requested by school leadership.
• Identify and implement opportunities to streamline department administrative processes, systems, and reporting workflows.

Vendor & Program Coordination

• Coordinate day-to-day with outsourced janitorial and food service partners to ensure consistent service delivery and alignment with school needs.
• Oversee and coordinate the outsourced food service program, serving as the primary campus contact for the Food Service Manager on scheduling, event catering, and service-related matters.
• Process invoices, track departmental and event budgets, and manage credit card expense reporting.
• Prepare and modify event and vendor contracts as requested by the Director of Facilities.

Transportation & Departmental Communication

• Coordinate communications and event-related sign-ups for the transportation program in partnership with the Director of Facilities and Lead Van Driver.
• Communicate regularly with the Director of Facilities on priorities, schedules, and project status.
• Foster positive, professional relationships with vendors, staff, parents, volunteers, and community partners across all aspects of campus operations and events.
• Other duties as assigned by the Director of Facilities.

General Skill Sets

• Excellent written and verbal communication skills, including proofreading.
• Ability to plan and lead complex events and projects with a high degree of organization, initiative, and professional autonomy.
• Strong data management and reporting skills, including the ability to build and maintain trackers, dashboards, and summary reports.
• Highly organized and systems-oriented, with the ability to manage information and documentation across multiple functional areas.
• Ability to manage budgets, vendors, and multiple concurrent priorities.
• Ability to build effective working relationships with vendors, staff, parents, and the public.
• Proficiency in Microsoft Office and Google Suite (Docs, Sheets, Slides, Forms), including spreadsheet-based reporting; proficiency in Qware or similar facility/event scheduling software.
• Sound judgment and professional discretion in coordinating the work of vendors, contractors, and volunteers.

Requirements

Required

• Bachelor's degree preferred; significant relevant work experience may be considered in lieu of a degree.
• At least 3–5 years of progressively responsible experience in facilities operations, event coordination, logistics, or administrative/data management in a multi-function department.
• Experience managing budgets, vendors, contracts, and logistics for events or facilities operations.
• Experience maintaining records, data sets, or reporting systems, with strong attention to accuracy and detail.
• Demonstrated ability to plan and coordinate complex events and projects with minimal supervision.

Preferred

• Experience in a school or nonprofit setting.
• Bilingual/Biliterate in Spanish.
• Experience coordinating with outsourced service vendors, including food service or janitorial.

Physical Requirements

Ability to sit, stand, and walk for long periods of time; ability to twist, bend, kneel, and stoop on a frequent basis. Ability to lift up to 25–30 lbs. Ability to negotiate stairs and uneven pavement. Willingness to work occasional evenings and weekends based on the event calendar and school needs.

Required Documents & Pre-Employment Requirements

Applicants must submit a cover letter, resume, and two professional references from current or former supervisors. Candidates must also provide official transcripts, a current negative TB test result or TB Risk Assessment Questionnaire, complete required training, and successfully complete Livescan fingerprinting. Employment is contingent upon obtaining fingerprint clearance from the California Department of Justice (DOJ) and the Federal Bureau of Investigation (FBI).

Employment History Verification

Pursuant to California Education Code section 44051 (SB 848), the Academy of Our Lady of Peace (OLP) is required to inquire with an applicant’s current and former school employers regarding the applicant’s employment history.
As part of the hiring process, OLP will conduct employment history verification with your current and former school employers. Candidates being considered for hire will be provided an additional form to complete. Candidates are responsible for providing complete and accurate school employment history and verification contact information.
By submitting an application, you acknowledge and understand that this verification is a required part of OLP’s hiring process and agree to OLP conducting these inquiries.

The Academy of Our Lady of Peace (OLP), located at 4860 Oregon Street, San Diego, CA 92116, is in an area that may experience earthquake activity and is near a low flood zone. For more information on potential natural hazards, please visit the California Governor's Office of Emergency Services at

Equal Opportunity Employment

The Academy of Our Lady of Peace is an Equal Opportunity Employer and is committed to creating an inclusive environment where all qualified applicants receive equal consideration for employment. OLP prohibits discrimination and harassment based on race, color, religion, sex, gender identity, gender expression, sexual orientation, national origin, disability, age, genetic information, marital status, veteran status, or any other protected characteristic under federal, state, or local law.