Operations Assistant

Job Description

Job Description

Operations Support Specialist

Reports To: Director of Operations

Works Closely With: Director of Operations, Transportation Team, School Administrators, Business Office, Security Team, and other staff as assigned

A Unique Opportunity

This position offers a unique opportunity to work directly with school leadership and gain experience in nearly every aspect of school operations. You will build valuable skills in project management, technology, purchasing, transportation, facilities, customer service, and administration while helping one of New Jersey's highest-performing public charter schools operate efficiently each day.

If you are looking for a position where you can grow professionally, solve meaningful problems, take ownership of important work, and make a difference in the lives of students, this may be the perfect opportunity for you.

Position Summary

BelovED Community Charter School is seeking a highly organized, detail-oriented, and technology-savvy Operations Support Specialist to provide administrative and operational support to the Director of Operations and other school leaders.

This position is ideal for someone who enjoys learning new technology, solving problems, organizing information, and ensuring that complex operational processes run efficiently. The successful candidate will support transportation operations, purchasing, facilities, food service administration, and a variety of school-wide operational projects while providing outstanding customer service to families, staff, and vendors.

Every day presents new challenges and opportunities. The successful candidate will be adaptable, dependable, intellectually curious, and committed to finding better ways to serve our students and staff.

Why You'll Love Working at BelovED

This is more than an administrative position—it is an opportunity to make a meaningful impact on the daily operations of a school that is changing students' lives.

Solve Real Problems

Every day brings new challenges that require critical thinking, organization, and creativity. You'll have the opportunity to improve processes, resolve issues, and help keep school operations running smoothly.

See the Impact of Your Work

The work you do directly supports students, families, and staff. Your efforts help buses arrive on time, projects stay organized, purchases move forward, and school operations function efficiently. You'll see the results of your work every single day.

Work with Purpose

You'll be part of a team that believes every student deserves an outstanding education. Every project you complete and every problem you solve helps create a better experience for our students and their families.

Continue Learning

You'll gain experience with transportation operations, purchasing, facilities, food service administration, project management, and multiple technology platforms. If you enjoy learning new software and building new skills, this position offers tremendous opportunities for professional growth.

Help Build Something Exceptional

BelovED Community Charter School is committed to excellence, innovation, and continuous improvement. You'll work alongside talented professionals who care deeply about students and who challenge one another to get better every day.

Work in a Diverse Community

Join a school community that reflects the incredible diversity of Jersey City—one of America's most vibrant and culturally rich cities—where different backgrounds, perspectives, and experiences strengthen our work together.

Bring Order to Complexity

If you're the kind of person who enjoys organizing chaos, learning new technology, paying attention to the small details, and making systems work better, you'll thrive in this position. Your ability to stay organized, solve problems, and improve processes will have a lasting impact on the entire school community.

Essential FunctionsAdministrative & Operations Support

• Provide administrative support to the Director of Operations and other school administrators as assigned.
• Coordinate and manage a variety of operational projects from planning through completion.
• Research operational issues and assist in developing practical solutions.
• Prepare reports, spreadsheets, correspondence, and presentations.
• Maintain accurate records and ensure data integrity across multiple software systems.
• Monitor deadlines and follow up on outstanding tasks to ensure timely completion.
• Identify opportunities to improve operational efficiency and recommend process improvements.
• Maintain confidentiality of student, employee, and organizational information.
• Perform other duties and responsibilities as assigned.

Transportation Operations

Serve as a primary point of contact for transportation operations during afternoon dismissal.

Responsibilities include:

• Answer incoming telephone calls and respond professionally to parent inquiries.
• Assist families with transportation-related questions and concerns.
• Monitor afternoon bus routes and communicate with drivers, aides, schools, and families as needed.
• Utilize SafeStop and other transportation software to monitor routes and improve on-time performance.
• Analyze transportation data and assist in identifying operational improvements.
• Document transportation concerns and assist in resolving issues.
• Track driver completion times and maintain daily transportation records.
• Supervise students who return to school following dismissal until released to an authorized guardian in accordance with school procedures.
• Contact parents regarding transportation-related behavioral incidents.
• Accurately document behavioral incidents in Dean's List.

Operations Software Administration

Learn and become proficient in multiple software systems, including:

• RightSpot
• PowerSchool
• Dean's List
• Incident IQ
• PaySchools
• SafeStop
• Additional software platforms as assigned

Responsibilities include:

• Maintain accurate operational information.
• Verify data accuracy and resolve discrepancies.
• Generate reports and operational metrics.
• Assist users with routine software questions.
• Learn new software applications as operational needs evolve.

Purchasing & Operational Projects

• Assist in obtaining competitive quotations and pricing.
• Prepare requisitions, receivers, reimbursement requests, and purchasing documentation.
• Assist with establishing new vendor accounts.
• Coordinate deliveries, installations, inspections, and project schedules.
• Maintain purchasing records and supporting documentation.
• Track operational projects to completion.

Food Service Administration

• Manage student meal balances through PaySchools.
• Prepare and distribute balance notifications.
• Communicate professionally with families regarding meal balances.
• Assist families with meal application completion.
• Coordinate food service requests with the school's food service provider.
• Notify the food service provider of significant enrollment or attendance changes affecting meal counts.
• Coordinate meal requests for field trips and special events.

Administrative Support

Provide administrative assistance to various departments during peak operational periods, including:

• Registrar
• Principal
• Business Office
• School events
• Other departments as assigned

Requirements

QualificationsRequired

• High school diploma or equivalent required; Associate's or Bachelor's degree preferred.
• Two or more years of administrative, operations, or office support experience preferred.
• Excellent computer skills and the ability to quickly learn new technology.
• Strong proficiency in Microsoft Office and/or Google Workspace.
• Excellent organizational skills with exceptional attention to detail.
• Strong written and verbal communication skills.
• Demonstrated problem-solving ability and sound judgment.
• Excellent customer service and interpersonal skills.
• Ability to prioritize work, manage multiple deadlines, and adapt to changing priorities.
• Ability to work independently while collaborating effectively with a team.
• Ability to maintain confidentiality and professionalism.

Preferred Qualifications

Experience in one or more of the following areas is preferred:

• School administration
• Transportation or logistics
• Purchasing
• Student information systems
• Operations support
• Data management
• Process improvement

Knowledge, Skills & Abilities

The successful candidate demonstrates the ability to:

• Learn and master multiple software systems quickly.
• Analyze information and identify inconsistencies.
• Solve operational problems independently.
• Exercise sound judgment.
• Maintain exceptional accuracy while managing multiple priorities.
• Communicate professionally with students, families, vendors, and staff.
• Build positive working relationships.
• Remain calm and organized in a fast-paced environment.
• Continuously look for ways to improve systems and processes.

Work Schedule

This position is generally scheduled Monday through Friday from 10:00 a.m. to 6:30 p.m. , with occasional additional hours as needed to support school operations and special events.

Physical Requirements

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this position. This position requires the ability to remain stationary for extended periods, frequently operate a computer and other office equipment, communicate effectively in person and by telephone, occasionally move throughout the school campus, and occasionally lift or move materials weighing up to approximately 20 pounds.

BelovED Community Charter School is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, creed, sex, pregnancy, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran status, or any other characteristic protected by applicable federal, state, or local law.

Benefits

• Private Health Insurance
• Pension Plan
• Paid Time Off