25-26 Office Coordinator

OFFICE COORDINATOR

Who We Are

Achievement Prep is an award-winning college-preparatory public charter school network committed to historically underserved communities of Southeast Washington, DC.  Our flagship middle school, which opened in 2008, serves approximately 500 scholars in 4^th – 8^th grade.  Opening in 2013, our elementary school serves approximately 350 scholars in K – 5th grade.  It also includes an early childhood partnership with AppleTree Institute, which serves approximately 160 preK3 and preK4 scholars.  Our mission is to prepare students to excel as high-achieving scholars and leaders in high school, college and beyond.

What You Will Do

The Office Coordinator plays an integral role in the school’s administration by being the face of the campus for all who visit. S/he serves as the first point of contact and the backbone of the main office’s day-to-day operations, including organizing and executing all aspects of scholar attendance and records keeping. The Office Coordinator provides courteous, hospitable service to all stakeholders and assists with the general administration and operation of the campus. 

Reporting to the Operations Manager, you will:

Communication

• Greet all visitors professionally and courteously and direct them to the appropriate individual(s) efficiently
• Communicate with all stakeholders (in person, phone, email, mail, fax) professionally, courteously, accurately, and promptly
• Use discernment when directing calls/visitors to staff members, gaining clarity on the nature and urgency of the request first
• Coordinate all communications (phone, email, mail, fax) to assure timely, effective routing of accurate information
• Establish positive and professional communication at all levels 
• Monitor and keep current voicemail messages that callers hear and the school’s general email address 
• Handle essential mailings and communications to/from staff, families, and other community members
• Receive continuous feedback from peers and school leaders on your practice and be expected to give the same

Attendance & Data

• Own the warehousing of scholar data
• Coordinate attendance communication, including consistent, prompt, and systematic notification of families and school officials regarding tardiness, absences, and truancy
• Support the coordination of attendance meetings with scholars’ families
• Assist with the collection of residency verification documents for enrollment 
• Maintain academic records
• Support the production of academic and school culture reports in accordance with school policy and calendar (i.e. report cards, progress reports, awards, scholar paychecks, etc.)
• Collect, maintain, and disseminate (as needed) data for scholar records, including enrollment, grades, attendance, and discipline
• Collaborate with the Operations Coordinator around attendance incentive programs for individual scholars and classes

Operational Support

• Maintain a professional and presentable front desk/lobby environment that is organized and conducive to visitors
• Oversee the room reservations system
• Organize and coordinate main office operations and procedures to ensure effectiveness and efficiency
• Create and/or revise office systems and procedures, as required
• Provide routine office support such as bulk copying, mailing, faxing, preparing labels, scheduling and meeting coordination
• Ensure all office equipment is consistently operational, and that there are necessary supplies on hand at all times
• Obtain and/or maintain certification to serve as a backup administrator of medication to scholars
• Support the procurement of all office supplies
• Support the logistical coordination of special programming (i.e. Parent-Teacher Conferences, Family Nights)

• Organize and coordinate main office logistics daily 
• Monitor, maintain, and process voicemail, school email inbox, postal mail, and fax efficiently
• Create, maintain and disseminate (or support the dissemination of) current directories, calendars, and newsletters
• Maintain, reconcile, and disseminate all school calendars (i.e. Google Calendar, website, hard copies)
• Support other operational efforts, including logistical coordination of special programming and medication administration
• Manage time, tasks, deadlines and responsibilities in a fast-paced environment
• Provide coverage in the event of absence, or support in the event of additional need, for other members of the operations team: Operations Manager and Operations Coordinator

Scholar Enrollment Processes

• Support the Director of Family Experience  in collecting, tracking and monitoring school enrollment information 
• Ensure that all enrollment paperwork is accurate and on file for all enrolled scholars

General School Support

• Engage in additional school-wide responsibilities, such as lunch/recess duty, hallway posts, events committees, etc.
• Embody our core values of Determination, Respect, Enthusiasm, Accountability, and Mastery
• Maintain a culture centered on our ethos and core values of Determination, Respect, Enthusiasm, Accountability, and Mastery
• Exhibit an unwavering commitment to high academic achievement and character development in our scholars
• Be on campus from at least 7:30 AM to at least 5:00 PM daily
• Attend and support events during the school day and in the evenings (monthly) that invite families into the building

Be willing to take on additional responsibilities as necessary to fulfill Achievement Prep’s mission for our scholars 

You Must Have

• High school diploma or equivalent
• 2+ years of administrative and office organizational experience

It Would Be Nice for Your to Have

• Bachelor’s degree
• 1+ years of experience working in an urban school setting
• Experience with PowerSchool, student information systems, or database systems

Who We Are

We are a public charter school network committed to historically underserved communities of Southeast Washington, DC.  Our elementary school, PreK3 – 5th grade, includes an early childhood partnership with AppleTree Institute. Our mission is to prepare students to excel as high-achieving scholars and leaders in high school, college and beyond.

What You Get

• Development: 
  • Ongoing weekly or bi-weekly coaching and development from direct supervisor
  • Opportunities to participate in external professional development that increases effectiveness in the role
• Compensation & Benefits: 
  • Achievement Prep offers highly competitive compensation & benefits
  • Medical, vision, dental benefits
  • Flexible spending accounts for transit, dependent care, and medical expenses
  • 401k with automatic immediate employer matching up to 4%
• It Pays to Stay:  
  • Upon completion of 2 full school years of service, employees become eligible for annual loyalty incentives
  • Gifts and Achievement Prep swag
  • Bonuses

Achievement Prep encourages individuals of all identities and backgrounds to apply for this position. We are an equal opportunity employer fully committed to hiring a talented and diverse group of individuals. Achievement Prep does not discriminate on the basis of race, religion, creed, color, national origin or ancestry, age, sex, gender identity, sexual orientation, marital status, veteran status, disability, or any other category protected by applicable law.