2627 | Operations Coordinator (Attendance + Compliance)

Office Coordinator (Attendance + Compliance)

The Office Coordinator 1 – Attendance & Compliance, ensures real-time execution of all front office and attendance systems on campus, maintaining accuracy, consistency, and a strong family experience while supporting compliance through daily operational routines. This role is responsible for the daily, campus-based execution of attendance and front office systems, while centralized student record management and system integrity are maintained by the SIS Coordinator/Registrar.

This role does not own student information system design, data governance, or official record-keeping processes, which are managed at the district level.

The Office Manager reports to the Director of Campus Operations (DCO), who is responsible for coaching, managing, and ensuring effective execution of all front office systems.

This is a 12-month role reporting to the Principal and Director of Campus Operations.

Reporting Structure

• Reports to: Principal + Director of Campus Operations
• Works in partnership with: SIS Coordinator

We Seek

We are seeking someone who will make the commitment to lead with determination, integrity, and purpose, embodying these essential qualities:

• Past experiences and actions reflect a commitment to the TLCS mission, vision, and CREATE core values.
• A passion and ability to serve parents, scholars, teachers, and leaders with professionalism and empathy.
• Strong organizational skills and a detail-oriented approach to managing data and records.
• Reflective, self-aware, and adaptable to the communication and work styles of others.
• Critical thinker and problem solver who takes initiative.
• Belief in the power of collaboration and teamwork to support the TLCS community.
• Ability to work effectively and efficiently in a high-paced environment

Operations Team Structure

The Operations team comprises the Tulsa Legacy Charter School Office Coordinator(s), Health Services Coordinator, SIS Coordinator, Director of Campus Operations, and the Director of District Operations.

Operations team members work closely with the site-level Leadership Teams.

Qualifications

Required

• High school diploma required; bachelor's degree preferred or equivalent professional experience
• 2+ years of experience in school operations, administrative support, or a high-volume, customer-facing environment
• Demonstrated ability to manage multiple priorities in a fast-paced setting with strong attention to detail and accuracy
• Ability to execute systems and processes consistently, including time-sensitive tasks with daily deadlines
• Strong organizational skills with the ability to maintain accurate documentation and records
• Proficiency with Google Workspace (Docs, Sheets, Forms) or Microsoft Office
• Strong verbal and written communication skills, with the ability to interact professionally with families, staff, and visitors
• Ability to problem-solve in real time and escalate issues appropriately
• Demonstrated reliability, punctuality, and professional accountability
• Ability to work collaboratively within a team structure to ensure continuous front office coverage and operational continuity

Preferred

• Bachelor's degree
• Experience working in a K–12 school setting
• Experience supporting attendance processes, scheduling, or daily school operations
• Familiarity with student information systems (e.g., PowerSchool, Infinite Campus, Skyward)
• Experience maintaining compliance-related documentation or supporting audit processes
• Experience working in structured, systems-driven environments with clear expectations and accountability

Key Responsibilities

#1: Front Office Management

• Manage all front office workflows:
• Phones, visitors, check-in/out, late arrivals, early dismissals
• Ensure consistent execution of:
• Visitor protocols
• Campus safety procedures
• Serve as the first point of contact for families and visitors
• Maintain a welcoming, professional, and highly responsive front office environment

Student Movement & Daily Operations Logistics

• Manage:
• Early dismissals
• Late arrivals
• Transportation changes (front office side)
• Ensure all transitions are documented and communicated in real time

Health & Student Services Front Office Coordination

• Support daily coordination with Health Services:
• Student pick-up due to illness
• Documentation routing
• Execute established processes with fidelity; escalate gaps or inconsistencies to the DCO

Front Office Systems Consistency

• Execute established systems with fidelity
• Identify breakdowns and elevate to DCO
• Support continuous improvement through feedback (not redesign)

Decision-Making & Role Boundaries

• Office Managers are responsible for executing established systems with consistency and urgency
• Office Managers may make real-time operational decisions within established protocols to ensure smooth daily operations
• Office Managers do not design or change systems; all system design and changes are owned by the Director of Campus Operations
• Operational issues that cannot be resolved within existing systems must be escalated to the Director of Campus Operations

Coverage & Operational Continuity

• Maintain continuous front office operational coverage during all school hours as a shared responsibility of the front office team
• Coordinate proactively with team members to ensure coverage for absences, transitions, and high-demand periods
• Adjust schedules and responsibilities as needed to ensure uninterrupted operations
• Coverage must be maintained within the front office team; reliance on staff outside of this team is not standard practice
• Escalate coverage risks early to the Director of Campus Operations (DCO)

Escalation & Communication

• Identify operational issues or breakdowns in real time and escalate to the DCO
• Maintain clear and timely communication with staff and families to ensure smooth daily operations

Prioritize front office operations and primary role responsibilities over all secondary tasks to ensure consistent daily execution

#2: Daily Attendance Execution

The Office Manager Role 1 operates as the on-site executor of front office and attendance systems, ensuring real-time accuracy and responsiveness. This role is distinct from centralized data and registrar functions and does not hold responsibility for system design, long-term data analysis, or state reporting.

• Execute daily attendance processes:
• Collect, verify, and input attendance data
• Track tardies and early dismissals in real time
• Follow up on same-day attendance discrepancies with teachers and families
• Ensure attendance is accurate by designated daily deadlines
• Contact families regarding:
• Same-day absences
• Attendance inconsistencies
• Support clear and timely communication aligned to campus expectations
• Escalate chronic concerns to school leadership
• Participate as a member of the attendance committee, ensuring presence and all action steps completed.

#3: Student Records & SIS Execution

• Support real-time data entry related to attendance and daily student movement
• Submit required updates to the SIS in alignment with established processes
• Partner with the SIS Coordinator to resolve discrepancies and ensure accuracy
• Support compliance with state and audit requirements through accurate and timely execution of attendance processes
• Partner with SIS Coordinator (DDO-managed) for data integrity

#4: Compliance and