Operations Assistant & Lobby Receptionist

Job Description

Job Description

Salary: $28.00 to $32.00 per hour, dependent upon experience.

ABOUT KHAN LAB SCHOOL

Khan Lab School, founded by Sal Khan in 2014, is an innovative TK-12 independent school with 3 campuses, serving over 260 students in Silicon Valley, CA and Wichita, KS. Our Lower School (grades TK-5) is in Palo Alto, CA, and our Middle and Upper Schools (grades 6-12) are in Mountain View, CA.

We were established to test and refine the educational vision outlined in Sal Khan's 2012 book, "The One World Schoolhouse," which explores the development of modern education, the origins of Khan Academy, and a forward-thinking approach to both in-person and online learning.Building on this foundation, Sal Khan's latest book, "Brave New Words," further expands on his educational philosophy and vision for the future. At Khan Lab School, we're committed to implementing these innovative ideas and preparing students for success in the rapidly evolving knowledge economy.

ABOUT THE POSITION

In addition to being responsible for many aspects of the day-to-day campus operations, the Operations Assistant is responsible for the front desk in the lobby of Khan Lab School's Lower School campus and provides general administrative support to the faculty & staff located at the Lower School, as needed.

PRIMARY JOB DUTIES & RESPONSIBILITIES

• Building Lobby & Front Desk:
  • Warmly and professionally greet all parents, students, visitors, and vendors upon entry to the school.
  • Answer, screen, and forward all incoming phone calls or inquiries.
  • Limit campus access to authorized individuals only.
  • Require visitors to sign-in at the front desk and wear an ID badge at all times while on school property.
  • Respond to critical situations with urgency, when necessary and appropriate (e.g. call 911, internal notification, etc.).
  • Ensure the front lobby is kept in good order at all times.
  • Accept receipt of all incoming mail and packages and notify the recipients of all items received.
  • Supervise students sent to the front for behavioral concerns and/or other issues.
  • Ensure access doors are closed during school hours and be familiar with all school-based safety requirements and security processes, including emergency safety drills.
  • Work with the Lower School Director to put a schedule in place that assures continuous front desk coverage throughout the day, including on days off and during meal periods and rest breaks. Upload the schedule to the schools google calendar and advise the school's Chief Financial Operating Officer of any scheduling needs.
• Student Attendance:
  • Use the school's established methods to maintain accurate and complete daily attendance records.
  • Take note of all student arrivals and departures.
  • Monitor parent emails and phone calls regarding student absences and tardies.
  • Reach out to parents with any attendance related questions, as needed.
  • Set-up and maintain student check-in on iPads and monitor usage during the school's daily drop-off and pick-up procedures.
• Student Records:
  • Assist with collection and retention of all required forms, waivers, etc.
  • Maintain student academic records and student immunization and health records.
  • Assist the school's registrar with the sending out of academic records requested by students who are wanting to apply out.
• Student First Aid:
  • Provide basic first aid, when needed, and attend to minor student injuries and illnesses.
  • Keep a detailed log of any care provided and any medications dispensed.
  • Exercise sound judgment on who to communicate with (e.g. parents, School Directors, the Executive Director, or the campus safety team) and what the next recommended steps are (midday pick-up, a trip to urgent care, call 911, etc.).

• Student Lunch Program:
  • Coordinate all aspects of the student lunch program.
  • Assist with lunch distribution.
• Faculty & Staff Support:
  • Place orders for supplies and materials requested by faculty and staff.
  • Maintain an inventory of all commonly used classroom and office supplies.
  • Request substitutes, as needed, using the school's prescribed process.
  • Keep the faculty break room clean, orderly, welcoming, and well-stocked with snacks, beverages, and utensils.
• Volunteer Coordination:
  • Request information from parent volunteers to clear them as an on-site campus visitor, and/or that they're authorized to drive students in a personal vehicle.
  • Coordinate the scheduling of volunteers and serve as their main point of contact.
• General Campus Operations:
  • Submit maintenance requests for noted or reported hazards and/or needed repairs and follow up to ensure all requests have been attended to.
  • Maintain the Lower School's shared spaces (e.g. staff lounge, teacher workroom, and shared campus resources like printers and bulletin boards).
  • Oversee Lost & Found and take discarded items to a local charity.
• Contribution to KLS:
  • Fulfill all required job duties, as assigned.
  • Be responsive and accessible throughout the workday for interaction, questions, and requests for support.
  • Uphold professional and ethical standards in all interactions with the school community.
    
• Additional Job Duties:
  • Collaborate with the Family Association on all their initiatives, activities, and events.
  • Assist with arrangements for any school-sponsored travel.
  • Offer logistical support to the owners of any planned events, activities, and/or field trips by lining up potential vendors, venues, caterers, transportation providers, etc.
  • Support admissions open houses and other admissions events.
  • Other related job duties, as needed.

REQUIRED KNOWLEDGE, SKILLS, ABILITIES, & EXPERIENCE

• 5-7 years of experience working in an office setting and/or in an administrative support role.
• Associates degree required; bachelors degree preferred.
• Intermediate level proficiency using Microsoft Office and Google Suite.
• Demonstrated initiative, sound judgment, and a sense of urgency.
• Good people skills as well as an enthusiasm for interacting with young students.
• Reliable, punctual, and flexible.
• A commitment to diversity, equity, inclusion, and justice.
• Able to communicate clearly in English with strong oral and written skills.
• An openness to feedback and continuous growth and improvment.
• Excellent organizational skills.
• A strong work ethic.
• A valid CPR & First Aid certification is preferred.

PHYSICAL REQUIREMENTS

• Ability to occasionally lift, carry, push and pull up to 25 pounds as some regular organizational tasks involve moving desks, chairs, electronics, paperwork, and other school supplies and equipment as needed.
• Must be able to remain in a stationary position at least 50% of the time.
• Capable of occasionally moving about inside an office setting to access file cabinets, office machinery, etc.
• Ability to proficiently and frequently operate a computer and keyboard as well as other office equipment such as calculators, copy machines, printers, and projectors.
• Consistently practice safe working habits while using school supplies, equipment, and electronics as well as the ability to maintain a safe and hazard-free workstation for yourself and others at the school.
• Occasionally required to work weekends, nights, or be on-call for special events, which are sometimes held outside, and require the ability and willingness to work in all weather conditions at any time of the year.

WHAT WE OFFER

Khan Lab School is a community of learners and partners who have a deep commitment to their work. We get things done and believe that in our highly collaborative environment, anything is possible. All our decisions are made through the lens of what is best for our students. We tackle tough questions without ego, are results-oriented, and have high expectations for ourselves and our students.

This is a rare opportunity to shape the voice and visibility of one of the most innovative schools in the country a school with a genuinely extraordinary story to tell, national media recognition, a founder with a global platform, and a community that deeply believes in what education can be.

APPLICATION PROCESS

To apply, please submit the following:

• Current resume.
• A cover letter expressing your interest in, and qualifications for, this position.
• A list of 3 professional references with their name, phone number, email address, job title, and your working relationship with them. References will not be contacted without the candidate's permission.

PAY & BENEFITS

• Start Date: August 1, 2026.
• Reports To: Lower School Director.
• Reporting Location: Palo Alto, CA 94306.
• Classification: Full-time; Non-exempt; Hourly.
• Schedule: Monday through Friday; 8:00am - 4:00pm, or 9:30am - 6:00pm. This is a 12-month position, but summer hours may vary.
• Salary Range: $28.00 to $32.00 per hour, dependent upon experience.
• Benefits: Medical, dental, and vision insurance coverage; a 401K retirement plan with an employer match; basic life insurance; short-term and long-term disability insurance; and generous paid time off including paid holidays, sick time, and floating holidays.

Khan Lab School is an equal opportunity employer. The organization does not unlawfully discriminate based on race, color, creed, gender (including gender identity or gender expression), religion (all aspects of religious beliefs, observance or practice, including religious dress or grooming practices), marital status, registered domestic partner status, age, national origin, ancestry, physical or mental disabilities, medical conditions (including medical history or genetic characteristics), sex (including pregnancy, childbirth, breastfeeding, or related conditions), genetic information, sexual orientation, military or veteran status, or any other consideration made unlawful by federal, state, or local laws or regulations.