Special Projects Coordinator

COMPANY OVERVIEW

We are seeking an experienced full-time Special Projects Coordinator to join our Chicago team for the 2026-2027 school year.  The Special Projects Coordinator plays a central role in ensuring an orderly, responsive, and welcoming school. In addition to maintaining the school's administrative systems and routines, the Special Projects Coordinator functions as the primary contact person for all of the school's constituents. In this role, the Special Projects Manager must communicate effectively with students, teachers, families, trustees, donors, and visitors. The Special Projects Coordinator will report directly to the Director of Operations.

QUALIFICATIONS:        

• Bachelor's degree

• 1-3 years of previous office management/administrative experience in a public or charter school.

• A cheerful and welcoming demeanor

• Very strong interpersonal and communication skills (written and oral)

• Strong organizational skills

• Takes instruction well, as well as takes initiative

• Experienced with Impact and Power School (REQUIRED)

• Proficiency with MS Word, Excel and databases (REQUIRED)

• Ability and desire to work in a fast- paced, highly disciplined, sometimes unpredictable school environment

• Maturity, humility, strong work ethic, sense of humor, and "roll up my sleeves" attitude

Responsibilties:

General School Support/ Administration/ Services

• Coordinating transportation services and troubleshoot issues as they arise

• Coordinating student health services; monitor student health and safety for any unusual/disconcerting trends; coordinate with site nursing staff to ensure that students receive appropriate care

• Filing of documents

• Helping to plan and manage logistics and preparations for school events and activities as needed (making photocopies, setting up for special events, making phone calls to confirm attendance, etc.)

• Assist with creating and implementing school schedule and coverage trackers, including special schedules (e.g. field trips, testing schedules, etc.)

• Manage logistics for school-wide or grade-level field trips and other culture events

• Maintaining school calendar of events and class schedules

• Coordinate on-site components of school financial systems such as purchase orders, payroll records, grant reports, and financial forms

• Collecting and compiling school performance and other data and creating presentations and various reports;

• Manages report card and progress report process (e.g. report card generation and printing, planning report card nights, etc.) and assists with other data tracking and reporting on a regularly scheduled basis

• Producing letters, memos, and other notices, ensuring that past memos, notices, and other school specific documents are posted to the Shared Server

• Creating and assembling materials for staff trainings, including handbooks, professional development materials, etc

• Ensure an orderly, responsive, friendly school environment

• Performing other administrative duties as assigned/ required

Student Information, Data and Reporting

• Processing late arrivals and following up with the families of absent students

• Producing accurate and timely student attendance, disciplinary, honor roll, and other reports

• Overseeing student attendance data process and ensuring that it is reconciled and accurate on a daily basis, auditing student behavior data (suspensions, etc.) for completeness

• Using PowerSchool and Impact to reconcile student attendance daily, and maintain/ update all student contact/demographic information

• Executing the logistics around the administration and processing of regular and annual state exams

Front Office Management

• Welcoming visitors; serving as gatekeeper to address questions and minimize interruptions of the school operations and instructional team

• Answering phones, redirect inquiries as may be appropriate and relay messages to staff in a timely manner

• Manages positive working relationships with school vendors.

• Help to direct the school’s main office, serving as back up to the Office Manager

• Manage mail and packages (distributing received mail, preparing school mailings, making mail drops, etc.)

• Maintaining a clean, stocked, and organized office environment; maintain complete sets of commonly used forms for staff and families

Supplies and Equipment Maintenance

• Conducting weekly supply inventory/equipment check and restock as necessary

• Managing the school's asset and supply systems

• Fulfilling staff supply requests

• Maintain office equipment (aka ensure copiers are operational and fully stocked with toner paper, etc.)

• Assists teachers with daily classroom technology needs and regular technology support.

Student Enrollment/ Recruitment

• Processing student applications

• Managing the collection and maintenance of student and school records/ systems (receiving new student and lottery applications forms and paperwork, tracking missing forms, managing databases, updating contact information, keeping records current, etc.) , ensuring they are properly maintained and updated at the school.

• Planning and executing the school's admissions process including, student recruitment outreach, working with CICS on waitlist management, enrollment documentation, etc.

• Organizing and executing preparations for open houses, new and returning student registration

• Working with Director of Operations to design and place advertisements to recruit new students

• Assist with school-based student recruitment, including materials creation and hosting recruitment events, and providing support for the network lottery.

8th grade support

• Manage GoCPS account 

• Assist parents and scholars with enrolling onto GoCPS and selecting high schools

• Keeps track of high schools 8th graders are attending

• Plan all 8th grade events (graduation, trips, luncheon, etc)

• Order all 8th grade ceremony items (awards, diplomas, tassels, shirts, etc)

• Meets with principal to discuss all activities related to 8th grade

• Books speaker and church 

• Submits all events invoices

• Collect and manage 8th grade fees

• Any additional responsibilities that may require attention

Compensation:

Competitive salary and benefits (based on experience).

ReGeneration is an equal opportunity employer and will not discriminate against any employee or applicant on the basis of race, color, creed, religion, gender, sexual orientation, national origin, age or disability.