Operations Coordinator

Job Description

Job Description

Operations Coordinator

Shining Stars Montessori Academy PCS Academic Year 2025–2026

Shining Stars Montessori Academy Public Charter School is seeking a highly motivated, detail-oriented, and organized professional to serve as Operations Coordinator for the 2025–2026 academic year. The Operations Coordinator plays a pivotal role in ensuring the smooth and efficient functioning of the school’s administrative, operational, and compliance systems.

Position Summary

The Operations Coordinator supports the Chief of Operations and school leadership by overseeing administrative systems, facilities coordination, student information management, compliance reporting, and operational logistics to ensure a safe, organized, and high-performing learning environment.

Key Responsibilities

1. Administrative Management

• Oversee daily administrative operations, including calendar management, scheduling, and coordination of meetings.
  
• Serve as a key liaison for communication with staff, families, and external stakeholders.
  
• Support executive-level administrative needs as assigned.

2. Facilities & Resource Management

• Monitor maintenance and utilization of school facilities to ensure a safe and conducive learning environment.
  
• Coordinate procurement and allocation of classroom materials and operational resources.
  
• Conduct fire drills in accordance with DC Fire regulations.
  
• Ensure emergency preparedness standards are met, including maintaining at least two days of unexpired food and water.
  
• Maintain operational emergency equipment, including flashlights, battery-powered television, and battery-powered radio.
  
• Ensure the Children’s Garden is properly maintained.

3. Student Enrollment & Records Management

• Manage student enrollment, registration, and annual re-enrollment processes.
  
• Oversee annual rollover of student data within PowerSchool (SSMA’s Student Information System).
  
• Obtain and process records for newly enrolled or transferred students prior to the start of school.
  
• Prepare and process withdrawal documentation for exiting students.
  
• Maintain accurate and up-to-date student records in the SIS at all times.
  
• Communicate with governing offices and ensure adherence to compliance protocols.

4. Attendance & Data Management

• Monitor and record daily student attendance in PowerSchool.
  
• Conduct daily outreach calls to families of absent students and document communications.
  
• Track student absences for truancy monitoring and intervention.
  
• Provide daily and weekly attendance reports to the Administrative Team.
  
• Conduct monthly attendance audits to ensure data integrity and compliance.
  
• Oversee collection, organization, and analysis of operational and student data to support decision-making and reporting requirements.

5. Compliance & Reporting

• Assist the Chief of Operations with compliance monitoring and staff performance review processes as needed.
  
• Manage submission of compliance documentation to the Public Charter School Board (PCSB) and the Office of the State Superintendent of Education (OSSE) .
  
• Support preparation of monthly and annual reports for the Executive Director.
  
• Update emergency contact forms quarterly in PowerSchool.
  
• Oversee the National School Lunch Program (NSLP), ensuring compliance with reimbursable meal requirements and documentation standards.

6. Event Coordination

• Plan and execute school-wide events, including parent-teacher conferences, open houses, and community engagement activities.
  
• Coordinate logistics, communications, vendors, and volunteer support.

7. Staff Support

• Provide administrative and operational support to school staff.
  
• Coordinate professional development workshops and assist with recruitment processes.

8. Health & Safety Compliance

• Ensure adherence to all health, safety, and regulatory requirements.
  
• Maintain emergency preparedness documentation and compliance records.

9. Continuous Improvement

• Identify opportunities to streamline processes and improve operational efficiency.
  
• Propose and implement solutions that enhance school systems and performance.

10. Community Engagement

• Foster positive relationships with families, community partners, and external agencies to support the school’s mission.

Qualifications

• Bachelor’s degree in Business Administration, Education, or related field (Master’s preferred).
  
• Minimum of 3 years of experience in school administration, operations, or a similar role.
  
• Strong organizational and time-management skills with exceptional attention to detail.
  
• Excellent written and verbal communication skills.
  
• Proficiency in student information systems (PowerSchool preferred) and Microsoft Office/Google Workspace.
  
• Knowledge of Montessori principles and educational practices preferred.
  
• Bilingual abilities are a plus.
  
• Ability to thrive in a fast-paced, diverse educational environment.
  
• Flexible, proactive, and solutions-oriented mindset.

Compensation & Benefits

Salary Range: $65,000 – $70,000 (commensurate with experience)

Shining Stars Montessori Academy PCS offers a competitive benefits package designed to promote employee wellness and financial security, including:

• Employer-covered health insurance for employees
  
• Dental and vision insurance
  
• Free life insurance up to $100,000
  
• 403(b) retirement plan with employer match after one year
  
• Free short-term disability insurance