Residency Operations Coordinator

Job Description

Job Description

Description: Organization Overview

The Academy for Urban School Leadership (AUSL) is a non-profit dedicated to ensuring every student has a great teacher and a transformative education. Through our nationally recognized teacher residency, we recruit, train, and support high-quality, passionate educators in hard-to-fill subject areas for underinvested communities. Founded in Chicago in 2001, we launched the first urban teacher residency and the nation’s first in-district innovation zone. As we work to address the nation’s critical teacher shortage, AUSL is entering an exciting period of rapid expansion. To learn more about AUSL, please visit our website at:

Role Overview

The

Residency Operations Coordinator

serves as the foundational administrative and operational engine for the AUSL residency program. Reporting to the Vice President of Strategic Operations, this role is responsible for driving day-to-day program logistics, maintaining operational resources, and supporting event operations—including Professional Development, Orientation, and Graduation. A substantial component of this position involves managing a wide variety of cross-functional operational projects as assigned.

This position requires approximately two (2) days per week on-site/on-campus in Chicago or Lake County (Waukegan, IL), as well as additional onsite support (up to 5 days per week) during major programmatic events.

Key Responsibilities

1. Program & Team Operations Facilitation

(35%)

Team Meeting Facilitation:

Lead the operational preparation for weekly Residency-Operations team meetings, including sending out agendas, taking notes, coordinating calendars, and tracking next steps Team Communications & Updates:

Gather team member inputs for the monthly residency Newsletter, curate team updates for the weekly all-staff communications, and compile monthly Professional Development operational update slides. Inbox & Communications Management:

Monitor the general AUSL admin email inboxes, responding and routing emails to appropriate team members Partner & Account Administration:

Coordinate access for employee tech accounts Office & Logistics Support:

Manage physical office tasks, including but not limited to, monitoring office supply levels, inventorying tech, and general office upkeep 2. Day-to-Day Data Administration & Systems Support

(30%)

Dashboard Content Administration:

With support from the AD of Residency Systems and Data Analytics, update internal Residency Dashboard with dates and resources Routine Data Maintenance:

Execute basic day-to-day data updates in the Residency Dashboard and Slate Apprenticeship Program Data Entry:

Register accepted residents in the USDOL Registered Apprenticeship Providers Information Database System (RAPIDS) portal within the mandatory 45-day federal compliance window, and process, log, and archive official USDOL Certificates of Completion upon graduation. Apprentice Hour Tracking & District Coordination:

Serve as the daily operational point of contact to collect attendance logs and evaluations 3. Event Execution, Professional Development & Logistics

(20%) PD Operational Logistics:

Manage all required on-site logistics for Residency-related professional development sessions On-Site Event Operations:

Provide all-day, on-site execution support for set-up, registration, live logistics, and clean-up during key Residency events Operational Assets & Guides:

Annually maintain, edit, and publish key programmatic guides and assist in building orientation modules. 4. Residency Support, Onboarding & Matching

(15%)

Resident-Mentor Matching:

Assist with initial resident-mentor matching workflows and host visit coordination. Hiring Logistics Support:

Assist with hiring communication workflows and applicant tracking systems. Site Visit Coordination:

Facilitate the coordination of school site visits for AUSL staff. Onboarding & Compliance Tracking:

Support the monitoring of new resident completion of Student Teaching requirements, District Onboarding milestones, and pre-program checklists. Adaptive Operational Support:

Flexibly manage and execute a wide variety of dynamic, evolving operational tasks and special projects as assigned. Requirements:

Education:

Bachelor’s degree preferred (or equivalent practical experience in operations, administration, or program coordination). Years of Experience:

1–3+ years of professional or internship experience in administrative support, program operations, event coordination, or non-profit administration. Unwavering Attention to Detail:

Exceptional organizational skills with a track record of managing multi-step checklists, tracking calendars, and ensuring zero details slip through the cracks. Tech & Data Comfort:

Comfort learning and navigating internal software systems, CRMs (e.g., Slate), Google Workspace, and communication tools (e.g., Slack). Adaptable & Proactive:

Thrives in a dynamic environment where daily tasks can shift based on organizational priorities and program cycles. Self-motivated with a strong work ethic; proactive in anticipating logistics needs and following through on task completion. Onsite Presence:

Ability and commitment to work in-person (~2 days per week in Chicago/Lake County office) and provide full-day, on-site coverage for key events.

Physical Requirements

This position requires the ability to perform the essential physical functions of the role, with or without reasonable accommodation. These functions may include: Frequently walking and standing throughout the workday, including ascending and descending stairs as required. Occasionally lifting, carrying, pushing, or moving materials weighing up to and/or over 50 pounds, as required by the position. Bending, reaching, and maintaining physical mobility as necessary to perform assigned duties. Safely navigating the work environment and performing job-related physical tasks. Reasonable accommodations will be considered for qualified individuals with disabilities in accordance with applicable federal, state, and local laws.

Why AUSL?

We recognize that our team members are the driving force behind our success. We offer a comprehensive benefits package including: Generous Paid Time Off, Sick Time, and Holiday Time Off Medical, Dental, and Vision Insurance Health Savings Account (HSA) 403(b) Retirement Savings Plan with an employer match

EEO Statement: AUSL is an equal opportunity employer. Employees and applicants will be treated fairly and without regard to their race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), parental status, national origin, age, disability, genetic information (including family medical history), political affiliation, military service, or other non-merit-based factors.