Operations Coordinator Assistant

Operations Assistant Minimum Hours/Schedule:

Hours: 20-27 hours per week/ 10 month employee

• School Days- 4-5.5 hours per day
• Early Dismissals-8:00-1:45
• Teacher Workdays- Do not work teacher workdays
• Summer Hours- Does not work in the summer

Copies and Documents

• Assists Operations Coordinator with mailings and phone calls.
• Copies and laminates for staff and professional development coordinator. Copies for Board, PTO, and specialists.
• Copies student records.
• Organizes and distributes student directories. Be certain to have the Directory proofread for misspellings and omissions.

Beginning of the Year Paperwork

• Review every year by March
• Copies and distributes beginning-of-the-year paperwork at least five days before the first day of school.
• Keeps a record of all paperwork- logs receipt of paperwork in a spreadsheet, distributes forms to various staff members as needed, and maintains a folder with internet, email, and media release forms
• Let teachers and staff know who has a media release, as needed
• Works with the Administrative assistant

Office and Teacher Workroom

• Answers phones, keeps a phone log of incoming and outgoing calls, and routes messages to appropriate sources promptly
• Keeps office clean, neat, and inviting
• Greets students, parents, and visitors.
• Writes tardy slips for students who are late
• Assists with purchase of office, building, and teacher supplies

Communication

• Updates/keeps current parent contact information for teachers
• Sends out whole school messages to appropriate families and teachers
• Assists with website/calendar changes
• Monthly Mailchimp Newsletter to the whole school-solicits information from staff and designs newsletter blurbs for relevant information
• Answers emails from website messaging

Attendance

• Monitors and documents tardy sign-in and early sign-out and the volunteer record book.
• Logs attendance and keeps a record of all attendance

Lunch Support

• Updates lunch menu on the website monthly
• Prints and distributes menus for students who would like to order meals
• Compiles lunch orders from families via email and paper forms
• Communicates lunch orders to vendors
• Compiles a list of paid lunch orders and payments, and communicates with families about lunch payments
• Provides the Administrative Assistant with a list of lunches needed, divided by class and day

Financial Responsibilities

• Assists with taking deposits to the bank
• Scans and uploads invoices and other important documents

Health and First Aid

• Handles first aid and illness issues
• Assists with student care as needed
• Attends related meetings for health training

Yearbook

• Solicits and takes candid photographs throughout the year
• Designs yearbook, including choosing a cover
• Tracks yearbook orders and payments
• Communicates with Strawbridge, as needed

Grant Writing/Fundraising

• Writes grant applications and reports
• Ensures teachers compile all information for grant reports (receipts, photographs, etc.)
• Writes acknowledgment letters, as needed

Field Trips

• Helps with finding and booking field trips (including excursions and lodging) as needed

Evaluation

• The position will be evaluated at least once each year (Winter) by the Supervisor.

Supervisor

• Operations Coordinator