School Operations and Office Coordinator

School Operations & Office Coordinator

The School Operations & Office Coordinator is the operational hub of Rooted School's day-to-day functions. This role combines a well-run front office with select school-wide operational responsibilities including serving as the school's point of contact for nutrition services, transportation, and technology support. In the absence of a dedicated operations manager, this position ensures that essential non-instructional systems run smoothly so that students, families, and staff experience a safe, organized, and welcoming school environment. This is a coordinator-level role that requires strong organizational skills, a customer-service mindset, and the ability to manage competing priorities with calm and professionalism.

Front Office & Student Services

• Serve as the first point of contact for students, families, staff, and visitors maintaining a welcoming and professional front office environment
• Manage daily student attendance tracking, follow up on unexcused absences, and generate attendance reports for school leadership
• Monitor and direct visitor sign-in and sign-out in compliance with school safety and visitor management protocols
• Manage incoming calls, the school's general email inbox, and mail distribution
• Coordinate student early dismissals, late arrivals, and ensure proper documentation and communication with families
• Support student health needs including maintaining basic health logs and coordinating with the school nurse or designee on medication protocols
• Process student records requests and maintain organized, compliant student files in accordance with FERPA and school policy
• Assist with enrollment paperwork processing and data entry in coordination with the Enrollment & Operations Specialist

Nutrition Services Coordination

• Serve as the school's primary point of contact with the nutrition services vendor or district food services department
• Coordinate daily meal counts, lunch rosters, and cafeteria communications between staff and the nutrition provider
• Support the collection and processing of Free and Reduced Price Meal applications and ensure timely submission
• Track and communicate meal account balances to families as needed
• Ensure cafeteria logistics are organized and communicated clearly to relevant staff for smooth daily operations

Transportation Coordination

• Serve as the school's liaison to transportation providers, district transportation departments, or charter bus services
• Maintain updated transportation rosters and communicate changes to providers and families in a timely manner
• Coordinate bus arrival and dismissal logistics with school safety staff to ensure orderly and safe student transitions
• Process and track transportation forms, field trip transportation requests, and special transportation accommodations
• Communicate proactively with families regarding transportation changes, delays, or disruptions

Technology Support Coordination

• Serve as the school's point of contact for technology vendors, IT support services, and device management
• Coordinate the distribution, collection, and basic tracking of student and staff devices
• Submit and track technology support tickets on behalf of staff and follow up to ensure timely resolution
• Support logistics for technology-dependent school events including state testing (device setup, charging, distribution)
• Maintain an inventory of school technology assets including Chromebooks, chargers, and peripheral devices
• Assist staff with basic technology troubleshooting and connect complex issues to the appropriate vendor or IT support

General School Operations Support

• Assist with procurement of office supplies, instructional materials, and operational needs through approved purchasing processes
• Coordinate school facility maintenance requests and follow up with vendors or building management on open work orders
• Support planning and logistics for school-wide events including picture day, field trips, uniform distribution, and testing windows
• Assist with compliance documentation and data entry tasks as assigned by school leadership
• Collaborate closely with the Enrollment & Operations Specialist to ensure operational continuity across both roles
• Support additional operational projects as assigned by the school leader

Qualifications

Required:

• High school diploma required; associate's or bachelor's degree preferred
• Minimum 2 years of experience in office administration, school operations, or a related coordinator role
• Strong proficiency in Google Workspace (Docs, Sheets, Gmail, Calendar) and general office technology
• Experience with student information systems; PowerSchool experience strongly preferred
• Excellent organizational skills with strong attention to detail and ability to manage multiple tasks simultaneously
• Strong interpersonal skills and a customer-service orientation with all school stakeholders
• Ability to maintain confidentiality and handle sensitive student and family information with discretion
• Bilingual skills (Spanish/English) preferred but not required

Key Competencies

Organizational Excellence: Keeps systems, records, and priorities well-managed day to day

Service Orientation: Creates welcoming, responsive experiences for families and staff

Multi-Tasking: Manages competing operational demands with composure

Communication: Clear, professional communicator across phone, email, and in person

Reliability: Consistent, dependable presence that staff and families can count on

Team Collaboration: Works closely with the Enrollment & Operations Specialist and school leader