ADMINISTRATIVE ASSISTANT - AOS

2026-2027 ADMINISTRATIVE ASSISTANT - AOS Santa Fe South Public Schools Elementary #7 - Oklahoma City, Oklahoma Open in Google Maps This job is also posted in Santa Fe South Schools Job Details Job ID: 5965691 Application Deadline: Posted until filled Posted: Oct 20, 2026 5:00 AM (UTC) Starting Date: Immediately Job Description Academic Operations Specialist | Elementary #7 Oklahoma City, OK | Full-Time | 210 Days Reports to: Site Leader and Director of Academic Operations Build strong systems. Support students and families. Help found a school. About Santa Fe South Charter Schools Santa Fe South Charter Schools (SFS) is a free public charter school district serving the south side of Oklahoma City since 2001. Our mission is grounded in high expectations, strong relationships, and a deep belief that all students- regardless of background- deserve an excellent, joyful education that prepares them for long-term success. About Our New Elementary School Santa Fe South is preparing to open its seventh elementary school, and we are beginning to build the founding team now. While the school’s name is still to come, its purpose is clear: create a school where strong instruction, meaningful relationships, and high expectations give students an exceptional start. Initially serving students in PreK-1st grade, our new school will depend on thoughtful preparation, clear communication, and reliable systems from its first day. The founding Academic Operations Specialist will help establish the operational routines, accurate records, welcoming office environment, and family partnerships that allow students and staff to thrive. Position Summary The Academic Operations Specialist (AOS) supports student success by ensuring that essential school operations are accurate, organized, and responsive to the needs of students, families, and staff. Working closely with the Site Leader, Director of Academic Operations, and school team, the AOS manages student information, supports state compliance and reporting, prepares testing documents, coordinates meetings, and helps school operations run smoothly. As a founding team member at Santa Fe South’s seventh elementary school, the AOS will help prepare for the school’s opening and establish strong operational practices from the beginning. This role requires attention to detail, professional communication, initiative, flexibility, and a commitment to creating a welcoming and dependable experience for families. Major Responsibilities and Duties State Compliance & Reporting Ensure accurate, timely submission of state-required reports, including enrollment, attendance, staffing, and other required information. Maintain compliance calendars and track deadlines for all reporting requirements, including scheduling and reporting drills, accreditation documents, data entry, and other required activities. Work closely with district and school leadership and external agencies to ensure alignment with state education guidelines. State Testing Preparation of Documents Prepare documents needed for the testing process; ensure full compliance and security. Ensure test security protocols and training are implemented correctly. Monitor participation, resolve discrepancies, and coordinate make-up testing. Work closely with building test coordinators. Student Information System (PowerSchool) Management Maintain accurate student records, including demographics, attendance, enrollments, withdrawals, and transfers. Generate reports from PowerSchool to support compliance and decision-making. Enter incidents into Incident Management in PowerSchool. Maintain up-to-date records of new immunizations required by the state. Troubleshoot data entry issues and train staff in student information system (SIS) best practices. SIPS Meetings Set up meetings with parents and school staff. Track and collect documents needed for SIPS meetings. Other Responsibilities as Assigned by the Site, Including but Not Limited To Support all testing, not just state testing, including MAP, make-up testing for common assessments, and other assessments. Support intervention material management. Support coordination of substitutes and coverage. Maintain a coherent, professional office culture. Communicate with families and interpret for school leaders. Support school leadership in executing calendars, events, and parent communication, including literacy nights, back-to-school events, and other school activities. Attend meetings and trainings as required by administration. Work overtime as required. Founding School Preparation & Development Collaborate with the founding school leader, Director of Academic Operations, and district teams to prepare operational systems for the new campus’s opening. Help establish clear processes for enrollment, attendance, student records, reporting, testing support, family communication, and daily office operations. Organize student information, documents, materials, and calendars so the school begins with accurate records and dependable systems. Help families navigate enrollment requirements, school routines, and key information as they join the new school community. Support opening events and activities that build connections among students, families, and staff. Bring initiative, flexibility, and a problem-solving mindset to the work of opening a new school. Identify operational challenges, communicate needs promptly, and help refine systems as the school grows. Qualifications Required High school diploma. Strong computer skills and proficiency in Google Suite and student information systems. Ability to use a 10-key calculator by touch, with accuracy with numbers. High motivation and strong organizational skills. Effective interpersonal and organizational skills. Effective communication with stakeholders. Ability to lift 40 pounds to shoulder height occasionally. Preferred Educational office training. Who Thrives in This Role? We are looking for a founding team member who demonstrates: Commitment to students and families: Understands that accurate records, clear communication, and reliable operations support student success. Accuracy and follow-through: Pays close attention to details, meets deadlines, and takes ownership of completing responsibilities. Organization: Manages competing priorities and maintains systems that others can depend on. Professionalism and discretion: Handles sensitive information responsibly and communicates respectfully with students, families, and colleagues. Collaboration: Builds strong working relationships and contributes to the success of the whole team. Flexibility: Adapts to changing needs and responds to new situations with patience and sound judgment. Initiative and problem-solving: Anticipates needs, asks thoughtful questions, and helps develop practical solutions. Why Join Santa Fe South? Help build something lasting: Join the founding team of a new elementary school and help shape its systems and culture from the beginning. Make a daily impact: Support the operations that allow teachers to teach, students to learn, and families to feel connected. Build meaningful relationships: Become a trusted resource for students, families, and staff. Grow through collaboration: Work alongside school and district leaders to strengthen your knowledge of academic operations and school systems. Join a connected community: Become part of an established district with deep roots in south Oklahoma City and a shared commitment to student success. Position Type: Full-Time Work Calendar: 210 Days Reports to: Site Leader and Director of Academic Operations Position Type: Full-Time Job Categories: Support Staff > Administrative Assistant Job Requirements High School/Trade School degree preferred. Citizenship, residency or work visa required Contact Information Patricia Dominguez 7000 Crossroads Blvd Suite 4000 Oklahoma City, Oklahoma 73149 Phone: View phone number on click.appcast.io Email: View email address on click.appcast.io #J-18808-Ljbffr