School Operations and Office Coordinator

Description

POSITION OVERVIEW

The School Operations & Office Coordinator is the operational hub of Rooted School's day-to-day functions. This role combines a well-run front office with select school-wide operational responsibilities — including serving as the school's point of contact for nutrition services, transportation, and technology support. In the absence of a dedicated operations manager, this position ensures that essential non-instructional systems run smoothly so that students, families, and staff experience a safe, organized, and welcoming school environment. This is a coordinator-level role that requires strong organizational skills, a customer-service mindset, and the ability to manage competing priorities with calm and professionalism.

Requirements

ROLES & RESPONSIBILITIES

Front Office & Student Services

• Serve as the first point of contact for students, families, staff, and visitors — maintaining a welcoming and professional front office environment
• Manage daily student attendance tracking, follow up on unexcused absences, and generate attendance reports for school leadership
• Monitor and direct visitor sign-in and sign-out in compliance with school safety and visitor management protocols
• Manage incoming calls, the school's general email inbox, and mail distribution
• Coordinate student early dismissals, late arrivals, and ensure proper documentation and communication with families
• Support student health needs including maintaining basic health logs and coordinating with the school nurse or designee on medication protocols
• Process student records requests and maintain organized, compliant student files in accordance with FERPA and school policy
• Assist with enrollment paperwork processing and data entry in coordination with the Enrollment & Operations Specialist

Nutrition Services Coordination

• Serve as the school's primary point of contact with the nutrition services vendor or district food services department
• Coordinate daily meal counts, lunch rosters, and cafeteria communications between staff and the nutrition provider
• Support the collection and processing of Free and Reduced Price Meal applications and ensure timely submission
• Track and communicate meal account balances to families as needed
• Ensure cafeteria logistics are organized and communicated clearly to relevant staff for smooth daily operations

Transportation Coordination

• Serve as the school's liaison to transportation providers, district transportation departments, or charter bus services
• Maintain updated transportation rosters and communicate changes to providers and families in a timely manner
• Coordinate bus arrival and dismissal logistics with school safety staff to ensure orderly and safe student transitions
• Process and track transportation forms, field trip transportation requests, and special transportation accommodations
• Communicate proactively with families regarding transportation changes, delays, or disruptions

Technology Support Coordination

• Serve as the school's point of contact for technology vendors, IT support services, and device management
• Coordinate the distribution, collection, and basic tracking of student and staff devices
• Submit and track technology support tickets on behalf of staff and follow up to ensure timely resolution
• Support logistics for technology-dependent school events including state testing (device setup, charging, distribution)
• Maintain an inventory of school technology assets including Chromebooks, chargers, and peripheral devices
• Assist staff with basic technology troubleshooting and connect complex issues to the appropriate vendor or IT support

General School Operations Support

• Assist with procurement of office supplies, instructional materials, and operational needs through approved purchasing processes
• Coordinate school facility maintenance requests and follow up with vendors or building management on open work orders
• Support planning and logistics for school-wide events including picture day, field trips, uniform distribution, and testing windows
• Assist with compliance documentation and data entry tasks as assigned by school leadership
• Collaborate closely with the Enrollment & Operations Specialist to ensure operational continuity across both roles
• Support additional operational projects as assigned by the school leader

QUALIFICATIONS

QUALIFICATIONS

Required:

• High school diploma required; associate's or bachelor's degree preferred
• Minimum 2 years of experience in office administration, school operations, or a related coordinator role
• Strong proficiency in Google Workspace (Docs, Sheets, Gmail, Calendar) and general office technology
• Experience with student information systems; PowerSchool experience strongly preferred
• Excellent organizational skills with strong attention to detail and ability to manage multiple tasks simultaneously
• Strong interpersonal skills and a customer-service orientation with all school stakeholders
• Ability to maintain confidentiality and handle sensitive student and family information with discretion
• Bilingual skills (Spanish/English) preferred but not required

KEY COMPETENCIES

Organizational Excellence

Keeps systems, records, and priorities well-managed day to day

Service Orientation

Creates welcoming, responsive experiences for families and staff

Multi-Tasking

Manages competing operational demands with composure

Communication

Clear, professional communicator across phone, email, and in person

Reliability

Consistent, dependable presence that staff and families can count on

Team Collaboration

Works closely with the Enrollment & Operations Specialist and school leader