Office Coordinator (26.27 School year)

The Office Coordinator (OC) is responsible for supporting the day-to-day operations of the school. The OC will have a significant role in ensuring efficient office operations while providing exemplary customer service. In addition to maintaining the school’s administrative systems and routines, the OC functions as a contact person for all of the school’s constituents, including students, teachers, families, trustees donors, and visitors.  S/he will help maintain the school culture centered on KIPP St. Louis’ core values and ensure our students climb the mountain to and through college. 

Position Type: Full Time, Exempt, 12-months

Reporting & Collaboration​

• Direct Manager: School Leader

• Direct Reports: None

• Key Collaborators:  Assistant School Leader, Instructional Coaches, Manager of Operations, Office Coordinator, teachers, staff, students, families

Autonomy & Decision Making​

• Serve as the primary liaison between the school and families, managing communication via phone, email, text, and in-person interactions.

• Exercise judgment in responding to parent and community inquiries, ensuring timely (within 24 hours) and professional communication.

• Coordinate and schedule parent conferences and respond to family needs with minimal supervision.

• Deliver mass communications to families as needed using established systems.

• In the absence of the school nurse, enforce procedures related to student medication and document student injuries, including submitting insurance paperwork.

• Manage cash handling processes, including collecting student fees, issuing receipts, maintaining accurate financial records, completing weekly cash verification, and securing funds daily.

• Oversee ordering and approval processes for office and classroom supplies, ensuring adherence to budget and procedures.

Inputs: What will I be doing in my day-to-day work?

• Oversee daily front office operations, including calls, mail, deliveries, filing systems, and office equipment.

• Welcome and direct visitors, ensuring proper check-in procedures are followed.

• Coordinate early student dismissals and transportation changes, ensuring compliance with school procedures.

• Monitor and respond to voicemails and parent messages daily.

• Receive and distribute packages to appropriate staff members.

• Manage incoming student applications and enrollment paperwork.

• Support student recruitment efforts and assist with lottery preparation.

• Coordinate and support New Student/Parent Orientation, including scheduling, preparing materials, and facilitating small groups.

• Create and maintain organized files for all incoming students.

• Ensure the front office is clean, organized, and welcoming to all stakeholders.

• Maintain school postings, newsletters, and communication materials on-site.

• Support staff with preparation and distribution of family communications.

• Manage copier maintenance and supply ordering.

Outcomes: What will I be evaluated on?

• Accuracy, completeness, and compliance of all student records.

• Timely and accurate entry and maintenance of student data in the Student Information System.

• Effective coordination of student enrollment, registration, and withdrawal processes.

• Timeliness and accuracy of inbound and outbound student record requests and transfers.

• Quality and responsiveness of communication with families and stakeholders.

• Organization, efficiency, and professionalism of front office operations.

• Compliance with financial procedures, including accurate tracking and reconciliation of funds.

• Ability to support school leadership with reporting, documentation, and operational needs.

• Effectiveness as the primary Student Information System point of contact.

What skills should I already bring, i.e., what should I already have a track record around?

• Demonstrated ability to manage multiple priorities and administrative systems simultaneously.

• Strong organizational and time management skills with attention to detail.

• Proven ability to communicate effectively with diverse stakeholders (students, families, and staff).

• Track record of delivering excellent customer service in fast-paced environments.

• Ability to handle confidential information with professionalism and discretion.

What should I know a lot about already, i.e., what should I have expertise in?

• Familiarity with front office operations and administrative systems.

• Experience with Student Information Systems and student data management.

• Proficiency in Microsoft Office Suite (Excel, Outlook, PowerPoint).

• Understanding of school operations, enrollment processes, and compliance requirements.

What you bring to the table:
Required

• Minimum of 2 years of office experience in a school setting.

• Experience working with Student Information Systems.

• Excellent organizational, verbal, and written communication skills.

• Strong computer proficiency, including Microsoft Office.

• Proven track record of exemplary customer service.

• Commitment to supporting student success and school operations.

Preferred

• Bachelor’s degree.

• Experience in a school or education-based setting.

• Passion for working in KIPP St. Louis and serving the St. Louis community.

What we bring to the table:
KIPP St. Louis is committed to pay equity and to ensuring that we do not unintentionally perpetuate historic wage gaps that persist due to individual negotiations.  As a result, salaries are not negotiated.  We are transparent about salaries in our job postings so that candidates can make an informed decision before beginning the hiring process. The salary range for this position is $45,000-$65,000. 

We are a fast-paced, energetic team and family with passionate people who are leading a movement, and to cultivate their best working environment, we provide the following:

• $0 deductible healthcare plan option, including medical, vision, and dental. 

• Employer Paid Short-Term Disability. 

• $50,000 life insurance policy at no cost to the employee. 

• Retirement plan through PSSRSSL with an employer match up to 14% and an optional 403b as a supplement to our pension program

• Employee Recognition: When we succeed together, we celebrate together with our annual gala award ceremony, holiday party, and more!

• Public Service student loan forgiveness program qualified employer. 

• Ongoing professional development.

Generous time off:

• Paid leave for illness, personal days, bereavement, jury duty, and military-related leave

• Paid parental leave for new families

• Paid holidays, as well as a one-week Thanksgiving break, a two-week winter break, a week-long spring break

• Wellness days provided throughout the year