Operations Administrator (Full-time)

New Covenant School | Lexington, MA

About New Covenant School:

New Covenant School is a PreK–Grade 5 Christian school in historic Lexington, Massachusetts. We are committed to cultivating students in godly wisdom and love, integrating strong academics, hands-on learning, and a biblical worldview. Our approach—grounded in our Daniel Model—develops students of character who are prepared to serve and lead with purpose.

Role Summary:

The Operations Administrator is responsible for the daily execution, coordination, and continuous improvement of all school operations and systems. Working closely with the Director of Finance, this role ensures that administrative, logistical, and operational functions of the school run smoothly, efficiently, and with excellence.

This role plays a critical part in strengthening the school’s operational foundation by integrating systems across operations, finance, facilities, and administrative processes.

Ideal Candidate:

The ideal candidate is a highly organized, systems-oriented professional who thrives on bringing structure, clarity, and efficiency to complex environments. They are a proactive problem solver who enjoys building and improving systems, managing multiple moving parts, and supporting a mission-driven organization with excellence and care.

Key Responsibilities:

Systems & Student Information Management

• Serve as primary administrator of the school’s Student Information System (FACTS), excluding financial aid
• Maintain accurate student records, family data, and enrollment information
• Manage class rosters, reporting, and overall data integrity
• Oversee enrollment workflows from inquiry through student start
• Develop and maintain efficient systems and standard operating procedures

Enrollment, Tuition & Data Coordination

• Support backend enrollment processes and registration systems
• Coordinate with Director of Finance on tuition management systems and billing workflows
• Monitor enrollment data and generate reports to support planning and decision-making
• Ensure accuracy and integrity of all student and family data across systems

Program & Field Trip Administration

• Oversee administration of afterschool programs, summer programs, and enrichment offerings
• Manage registration, rosters, communications, and logistics for all programs
• Coordinate staffing needs and ensure proper ratios and coverage
• Coordinate administration of special programs such as missions trips
• Oversee field trip logistics, including coordinating with faculty, scheduling, transportation, and permissions

Events, Rentals & Special Projects

• Provide operational leadership and coordination for key school events, including Jogathon, Auction, and Arts Celebration
• Build and refine systems and timelines for recurring events
• Manage facility rental scheduling and logistics
• Support execution of special projects and school-wide initiatives as needed

Facilities & Vendor Coordination

• Oversee relationships with external vendors (maintenance, cleaning, IT, etc.)
• Coordinate building-related needs and ensure timely resolution of issues
• Manage scheduling and compliance for required inspections (asbestos, lead, safety, etc.)
• Maintain documentation related to facilities and regulatory compliance

Policy, Compliance & External Reporting

• Assist in maintaining and updating employee and student/family handbooks, as well as operational policies and procedures
• Coordinate required external reporting, including public school district reporting, census reporting, and other regulatory requirements
• Ensure compliance with applicable operational and administrative standards

Donor Data & Back-End Support

• In coordination with the Director of Finance, oversee integrity of donor management systems
• Maintain accurate donor records and database organization
• Support preparation and distribution of year-end donor tax statements
• Collaborate with school leadership and Advancement to ensure data accuracy for campaigns and reporting

Communications

• Manage school-wide operational communications as needed
• Coordinate internal communications related to logistics, scheduling, and operations
• Collaborate with Advancement on content as needed

Qualifications:

Education & Experience

• Bachelor’s degree required; degree in business, operations, systems, or related field preferred
• 2 years of experience in operations, administration, or systems management
• Experience in a complex, fast-paced environment (education, healthcare, biotech, nonprofit, or similar preferred)
• Demonstrated experience building, managing, or improving systems and processes

Systems & Technical Skills

• Strong proficiency with databases and systems management (experience with FACTS or similar SIS/CRM platforms preferred)
• High level of comfort with technology, data management, and process optimization
• Experience managing multiple systems (enrollment, billing, scheduling, communications, etc.)
• Ability to quickly learn and adapt to new tools and platforms

Operational & Organizational Skills

• Exceptional organizational skills with strong attention to detail and follow-through
• Proven ability to manage multiple priorities, deadlines, and projects simultaneously
• Experience developing and implementing efficient workflows and procedures
• Strong problem-solving skills with the ability to anticipate needs and proactively address issues

Communication & Collaboration

• Clear, professional communicator with strong written and verbal skills
• Ability to work effectively across teams, including faculty, administration, vendors, and families
• Strong interpersonal skills with a collaborative, service-oriented mindset

Leadership & Ownership

• Demonstrated ability to take initiative and ownership of responsibilities
• Comfortable working independently while contributing to a team environment
• Ability to bring structure, clarity, and calm to complex or fast-moving situations

Preferred Experience

• Familiarity with compliance, reporting, or regulatory processes
• Experience coordinating vendors and operational services
• Exposure to school, nonprofit, or mission-driven environments

Mission Alignment

• Commitment to the mission and values of a Christian school environment
• Demonstrates integrity, discretion, and a heart for service
• Desire to contribute to a positive, faith-centered school culture

Reporting Structure

This role reports to the Director of Finance and works closely with school leadership, faculty, and Advancement.

Hours, Schedule & Compensation

• Full-time, year-round role
• Benefits-eligible (health, dental, retirement, PTO, etc.)
• Compensation commensurate with experience

To Apply

Please submit your resume and a brief cover letter outlining your interest and relevant experience to jobs@newcovschool.org

In addition, please fill out an application at (https://forms.gle/SeeKnjtKUGizBBCc9) and email your resume as directed on the application. We look forward to hearing from you!

New Covenant School is an equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, age, disability, or any other status protected by law. As a Christian school ministry, New Covenant School seeks employees who are supportive of its mission and values.

Job Type: Full-time

Pay: $58,000.00 - $62,000.00 per year

Benefits:

• Health insurance
• Retirement plan

Work Location: In person

Salary : $58,000 - $62,000