Operations Assistant

Operations Assistant

Friendship Public Charter School operates a thriving network of college preparatory public charter schools. Headquartered in Washington, DC, Friendship serves over 4,800 students in preschool to grade 12 and guides a growing network of alumni to college completion annually. Our mission is to prepare students to become ethical, literate, well-rounded, and self-sufficient citizens by providing a world-class education that motivates students to reach high academic standards, to enjoy learning, to achieve success, and to contribute actively to their communities. For 25 years, with the support and guidance of our exceptional faculty, our students have risen to the challenge with high graduation rates, college acceptances, and unparalleled success academically and socially.

The Operations Assistant provides operational and administrative support to the Operations Manager and the Office of Extended Learning Programs. This role will assist primarily with procurement using the Coupa platform, support student information workflows in PowerSchool, help manage staff incentives and recognition, take on a portion of payroll duties, and support afterschool clubs data collection and reporting. The Assistant helps keep OELP running smoothly so program staff can focus on direct student programming.

*Please note that the salary scale for this position is $50,000 - $60,000

Responsibilities

• Assist the Operations Manager with end-to-end procurement using Coupa: create purchase requests, solicit and compare quotes, place orders, track deliveries, and flag exceptions for manager review.
• Support invoice reconciliation and maintain procurement records to ensure purchases comply with Friendship policy, budget approvals, and audit requirements.
• Support OELP's PowerSchool activities by maintaining student records, updating enrollment and program placements, and assisting with attendance and roster uploads.
• Produce routine data extracts and coordinate with school SIS staff to correct data issues and provide reports needed by program leads.
• Assist with the design and administration of staff incentive and recognition programs, managing logistics, budgets, and distribution under the Operations Manager's guidance.
• Maintain a recognition calendar, collect nominations, coordinate communications and award events, and track participation and impact.
• Support payroll-related tasks for stipends and timekeeping by collecting and validating timesheets, preparing payroll packets for ADP or payroll vendors, and escalating discrepancies for resolution.
• Work closely with HR and Payroll teams to support timely payments while maintaining confidentiality of payroll records.
• Support site coordinators in collecting and consolidating club-level data: attendance, Demonstrations of Learning (DOL), club enrollment, and observation notes.
• Produce monthly club summaries and dashboards for the Operations Manager and Director that highlight participation trends, DOL completion, and data quality issues.
• Maintain organized procurement, payroll, and program files (digital and paper), ensuring records are audit-ready and compliant with Friendship retention policies.
• Assist with internal QA checks and mock OSSE inspections by compiling documentation and helping correct identified deficiencies.
• Serve as a point of contact for vendors, school PowerSchool administrators, site coordinators, and central OELP staff about procurement, data, payroll, and incentive matters.
• Draft clear, family- and staff-friendly communications and provide timely follow-up on operational requests.
• Identify and recommend process improvements (for Coupa workflows, PowerSchool templates, payroll packets, and club data flows) and support implementation with the Operations Manager.
• Support events, program expansions, and special initiatives as assigned while ensuring operational tasks remain current.

Qualifications

• Associate's or Bachelor's degree preferred, or equivalent combination of education and experience in operations, administration, or related fields.
• 2–4 years of administrative, procurement, or operational experience, preferably in education or nonprofit settings.
• Experience with PowerSchool or similar SIS preferred; proficiency with procurement platforms.
• Familiarity with invoicing, vendor management, and basic payroll processes.

FPCS's policy is to provide equal employment opportunity to all qualified applicants and employees regardless of their race, color, religion, sex, age, national origin, disability, sexual orientation, gender identity or expression, marital status, genetic information, veteran status, status as a special disabled veteran, or any other protected criteria as established by federal, state, or local laws. This policy applies to recruitment and hiring, training, promotion, compensation, benefits, transfer, layoff, termination and all other terms and conditions of employment. Employment decisions at FPCS are based solely upon relevant criteria, including an individual's capabilities, qualifications, training, experience and suitability.