Family and Operations Coordinator

Coney Island Prep•Brooklyn, NY

6d•Onsite

About The Position

The Family and Operations Coordinator (OC) is the primary point of contact for students, families, and visitors at Coney Island Prep. This role is crucial for scholar and family engagement, particularly concerning school attendance, enrollment, and registration. The OC is responsible for organizing, maintaining systems, data entry, document collection, and ensuring compliance with student data. A key aspect of this role is creating a welcoming and aesthetically pleasing main office environment, providing excellent customer service to all guests.

Requirements

Passion for education and a dedication to Coney Island Prep’s mission, beliefs, and values, including its commitment to anti-racism.
Steadfast belief that all students can achieve at the highest academic levels and deserve an opportunity to succeed.
Proven organizational, oral, and written communication skills.
Timeliness, accuracy, and consistent communication.
Ability to meet deadlines.
Self-reflective and open to regular feedback with the ambition and desire to grow and develop.
A positive, solutions-oriented attitude and drive for excellence.
Professional demeanor and interpersonal skills to foster relationships with vendors, staff, scholars, and their families.
Demonstrated value towards diversity and inclusivity.
Cultural competencies to work in low-income communities and a willingness to examine personal beliefs and biases.
Flexibility and openness to being interrupted and getting back on task in a highly reactive role.
Ability to prioritize appropriately, distinguishing between the urgent and the important.
Attention to detail.
Eagerness to work collaboratively as part of a team.
Ability to take on physical tasks such as moving boxes, packages, and rearranging furniture.
Belief that families are essential to scholars’ academic success.
Prior experience required: receptionist, administrative or retail employee, office manager, or any school-based experience.
Moderate to strong experience with Excel and Google Suite.
Associates degree required.

Nice To Haves

Bachelor’s degree preferred.
Spanish, Cantonese, or Russian proficiency a bonus.

Responsibilities

Build a diverse, equitable, and inclusive school community by understanding and meeting the unique needs of each community member.
Create a warm, welcoming main office environment for families by building relationships and providing top-notch customer service.
Handle all incoming and outgoing communication between scholars, families, and staff, including mailings, letters, phone calls, and emails.
Serve as the primary point of contact for all phone communication, including answering calls and taking messages.
Generate content and prepare weekly family newsletters.
Execute daily attendance procedures to ensure data accuracy and clear communication with families.
Work with the Director of Operations to maximize daily attendance and minimize tardies.
Maintain the main office workspace for aesthetics and function, including inventorying and organizing supplies/materials, scholar concerns, and visitor systems.
Collaborate with school staff to maintain a comprehensive list of scholars staying after school and communicate efficiently with families.
Track completion of parent and student-facing surveys, RSVPs, permission slips, and other relevant documentation.
Deliver exceptional results by maintaining an ownership mindset focused on improving student experience.
Maintain and update student files, family contact information, health records, medication forms, parental permission, IEPs, and transcripts to ensure compliance with state mandates.
Engage in relevant data entry to ensure student information systems are accurate and updated.
Ensure all class lists and student information systems (PowerSchool, SchoolRunner, ATS) are accurate and updated.
Support student recruitment initiatives as detailed by the Director of Student Recruitment and Enrollment.
Coordinate summer and mid-year enrollment by managing the school’s waitlist and enrolling new scholars.
Maintain and consistently update Enrollment and Registration trackers.
Contribute to creating a welcome main office environment by providing top-notch customer service and creating visitor systems.
Respond urgently and in-the-moment to support academic programming and student needs.
Help oversee and execute whole-school systems including arrival, lunch, dismissal, and transportation.
Act as the point person in planning and executing all student and family events, including family conferences, field trips, and high-stakes testing.
Act as the first point of contact for all scholar health needs in collaboration with the school nurse.
Manage family-facing school calendars.
Provide additional support at the request of the Director of Operations.