School Operations Assistant

The School Operations Assistant serves as both the welcoming face and organizational backbone of Trillium Academy. This role bridges front-of-house hospitality with behind-the-scenes operational support to ensure the school runs smoothly each day. The position supports a broad range of functions including reception and attendance support, student health and safety, facilities coordination, vendor and substitute management, IT and equipment support, HR onboarding, finance and recordkeeping, and overall administrative systems. This role requires warmth, professionalism, confidentiality, and discretion—balancing care for students and families with accuracy, reliability, and follow-through. The ideal candidate brings strong communication and interpersonal skills, meticulous attention to detail, flexibility, and a collaborative spirit, with the ability to work independently in a fast-paced school environment with a good sense of humor. Key Responsibilities Front Office & Community Relations Serve as the welcoming point of contact for students, families, and visitors, ensuring a warm, professional, and responsive experience. Manage attendance, daily communications, substitute coverage, and visitor check-in/out procedures to support school safety and smooth operations. Provide basic health and first aid support, administer medications per policy, and communicate with families as needed. Maintain an organized, inviting, and secure front office. Operations Support Provide administrative support to the Director of Admissions & Business Operation and Head of School, including scheduling, correspondence, and coordination of meetings, reports, and projects as needed. Support HR and finance functions, including onboarding paperwork, timesheet verification, purchasing, payroll, and invoice processing. Coordinate facilities requests, maintenance, and vendor services to ensure a safe and functional campus environment. Manage supply inventories and procurement for offices, classrooms, and common spaces. Support substitute scheduling, vendor communication, and service contracts as directed. Technology & Systems Support Provide basic tech assistance for staff and students; liaise with external IT support for troubleshooting and account setup. Track and maintain IT and office equipment inventories to ensure functionality and readiness. Qualifications Exceptional communication, interpersonal, and organizational skills. Experience in school operations, administrative support, or office management required. Proficiency in Google Workspace and comfort learning new systems (e.g., HR/payroll, finance, CRM). Ability to handle confidential information with professionalism and discretion. Calm and flexible under pressure; able to multitask in a fast-paced setting. Familiarity with HR or bookkeeping systems preferred. First Aid/CPR certification (or willingness to obtain). Authorized to work in the U.S. (Trillium does not sponsor visas). Key Attributes Welcoming & Professional: Serves as a positive representative of Trillium at all times. Organized & Dependable: Keeps complex systems running smoothly with extreme attention to detail. Collaborative & Solution-Oriented: Works cross-functionally to anticipate and resolve needs. Discreet & Trustworthy: Maintains confidentiality and professionalism in all matters. Entrepreneurial Spirit & Adaptable: Navigates shifting priorities with grace and humor. Proactive Self-Starter: Anticipates needs, offers thoughtful solutions, and takes ownership of projects from idea to completion. Compensation & Benefits $60,000-$80,000, depending on experience. Employer covered medical, dental, and vision insurance to begin on the first of the month following hire. Employee premiums are paid at 100% and dependents at 75% for the basic medical plan. 403(b) retirement plan with a 100% company match of employee contributions up to 5% Life insurance, Accidental Death & Dismemberment Insurance & Long Term Disability Insurance. 7 paid sick days & 3 floating holidays a year 15 vacation days a year (not including a number of observed holidays) Work Environment & Physical Demands 6:45am-3:45pm Monday-Friday with 60 minute lunch break (occasional nights & weekends for things like Open House or Back to School Night activities) Ability to lift up to 25 lbs and assist with light office or classroom setup Frequent use of office equipment and digital tools Movement between classrooms, offices, and storage areas as needed How to Apply Please complete this job application (including resume & cover letter uploads). Email View email address on click.appcast.io if you have any questions. About Trillium Academy The mission of Trillium Academy is to break away from conventional schooling and celebrate the incredible capabilities of twice-exceptional (2e) students, providing them with the learning environment they need to discover and develop their talents and passions to live successful and enriching lives. Trillium Academy was founded by a dedicated group of parents with a vision to create a nurturing environment for 2e students in Seattle. Here, students are celebrated for their unique skills and interests and seen as capable individuals with much to contribute to the school community and the world. We value authenticity, positive self-awareness, open and honest communication, and trust built on the belief that everyone has the students’ best interest at the heart of what we do. Our school is designed to cater to the needs of our students, recognizing their exceptional talents alongside their learning differences. With teacher-student ratios lower than typical private and public schools and a focus on fostering positive relationships, we create an environment where students can flourish academically, socially, and emotionally in grades 5-12. This is a place for students to learn how to be productive, independent, civic-minded adults. #J-18808-Ljbffr