Office Coordinator

Great Oaks Legacy Charter School is seeking a dynamic, mission-aligned educator to join our team as a Office Coordinator.

The Office Coordinator is the first line of communication for Great Oaks Legacy Charter School students, families, staff, and other stakeholders. They will ensure the office operates efficiently and effectively, and will manage several administrative and operational duties, including, but not limited to, those outlined below.

REPORTING RELATIONSHIPS

The Office Coordinator will be part of the school’s operations team and will report to the Operations Manager.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Communication

• Greets parents, students, and visitors, and provides direction and assistance.
• Checks all school (telephone, email, and fax) messages and responds and/or communicates messages to appropriate staff members within 24 hours.
• Composes and disseminates pertinent information to staff, parents, students, and visitors,including calendars, schedules, special event communication, etc.
• Manages the school messenger system. Acts as the first line of communication to parents concerning school closings, early dismissals, school events, student/family surveys, and other school-wide issues as needed.
• Receives school and staff mail and distributes it to appropriate staff members.

Student Records

• Maintains student records up to date in PowerSchool. Prints and distributes student progress reports and report cards as needed.
• Confirms student data, class rosters, and staff information are accurate in the Student Information System (PowerSchool). Makes corrections within 24 hours, as needed
• Maintains student attendance records in PowerSchool, with attention to tracking absenteeism and tardiness. Makes calls to parents of absent students. Sends out daily Absentee Report and Updated Report to staff. Owns weekly Attendance Team Meetings and associated reporting. 
• Retrieves student records from previous schools. Responds to requests from parents and other schools for student records and transfers.

Enrollment

• Supports student registration and re-enrollment; updating student enrollment information and communicating to families as needed.
• Manages and tracks receipt of student enrollment documents. Contact parents as needed.
• Maintains student files and contacts parents as needed for additional information.
• Receives and processes new student enrollment applications. Responds to requests for waitlist information.
• Communicates with incoming families on a consistent basis to maintain relationships
• Participate in canvassing efforts alongside designated school-based staff on assigned days to build community partnerships, promote GOLCS, and assist GOLCS in having a community presence. 

Facility Support

• Ensure facility is aesthetically pleasing by maintaining and decorating shared spaces and bulletin boards and conducting thorough daily walkthroughs to make note and take action on any issues that arise day-to-day
• Supports in maintaining the school and GOLCS Event calendars by adding all confirmed events and field trips.  

Procurement 

• Processes orders with vendors and tracking delivery, inventorying, submitting requests for payment, forwarding purchase orders once received, ensuring that office supply and additional requested orders are submitted on a weekly basis.
• Receives deliveries and checks for accuracy. Manages supply inventory and communicates needs to Operations Leader.
• Conduct price comparisons across vendors and initiating relationships to offer best prices to our schools.

 General Operations

• Assists with setup, organization, and coordination of resources for school events and meetings
• Distribute communication for parents, families, staff, and other community members related to events, field trips, and special announcements. 
• Support troubleshooting hardware tech when possible. Utilize the assistance of the Tech Team when needed. 
• Maintains student transportation information, including busing information, and bus ticket distribution process. 
• Performs basic first aid when a nurse is not available, which may include supporting the wellness screening process.
• Supports meal distribution and technology distribution process when needed. 
• Assist with Network based projects and initiatives. 
• Additional responsibilities as assigned by your supervisor or Network Operations.

QUALIFICATIONS:

• Bachelor’s degree from a competitive college or university, required.
• Belief that all students have what it takes to be successful.
• Relentless work ethic.
• Strong interpersonal skills and ability to build relationships and establish a good rapport with parents and other stakeholders.
• Minimum of one year of administrative experience, preferably in a non-profit or urban school setting.
• Demonstrated proficiency in Microsoft Office, Excel, PowerPoint, and Word
• Strong written and verbal communication skills.
• Superb organizational skills and the ability to multitask in a high-paced environment.
• Ability to multitask effectively and adhere to deadlines and requirements.
• Flexibility to work in an ever-changing environment and perform tasks and projects for multiple campuses.

COMPENSATION & BENEFITS

Great Oaks Legacy Charter School offers a competitive and equitable compensation package that increases based on years of relevant experience, with a minimum base salary of $58,00.00, along with a comprehensive benefits package.

• Robust medical, dental, and vision insurance plans w/ comprehensive network coverage.
• Up to $5,250 per year in tax exempt student loan and tuition reimbursement.
• Reimbursements for external professional development aligned to your role.
• Wellness reimbursements including gym memberships, spa services, and more.
• Online counseling services - for staff and their dependents - via top-rated therapy app.
• Pre-tax state pension plan benefit w/ addl. options available via voluntary retirement plans.
• Pre-tax dependent care, health, and transit flexible spending plans available.
• Convenient health screening and telemedicine support via VitalCheck Wellness platform.

ABOUT GREAT OAKS LEGACY CHARTER SCHOOL

The Great Oaks Legacy Charter School is a high-performing, innovative charter public school in Newark NJ, serving students from Pre-K to 12th grade on campuses across the city of Newark. Our mission is to prepare Newark’s students for success in college and beyond.

Our model is based on the following guiding principles that guide our work daily –

1. Creating a community that is built upon genuine and meaningful relationships. GOLCS staff rate our commitment to students as the #1 reason they teach/work at our schools.
2. Being surgical in our approach to differentiation of instruction and support for all students and team members. Our students receive daily tutoring embedded into their school schedule - facilitated by our AmeriCorps team members. Staff members receive individualized coaching and support in their roles.
3. Setting and exceeding high expectations for academic growth and character development for all students, in preparation for success in college and beyond. Currently, the historical college matriculation rate for GOLCS is 79% - nearly twice the national average for economically underrepresented students.

DIVERSITY, EQUITY, INCLUSION, & ACCESSIBILITY

GOLCS is committed to building a talented team that reflects the diverse backgrounds and experiences of our students. Furthermore, we believe that racial justice and equity is critical to our mission of preparing students for success in college and beyond. We strive to be an organization that is diverse, equitable, inclusive, and elevates our student voices in preparing them for life and college.

EQUAL OPPORTUNITY EMPLOYMENT

Great Oaks Legacy provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.