2627 | Office Coordinator (Enrollment + Family Engagement))

Tulsa Legacy Charter School•Tulsa, OK

17h•Onsite

About The Position

The Office Coordinator 2 – Enrollment + Family Engagement ensures seamless execution of enrollment systems and an exceptional family onboarding experience, aligned to district strategy and enrollment targets. This role executes enrollment systems and processes aligned to district strategy. Ownership of enrollment strategy, targets, and system design resides with the Director of District Operations (DDO). Maintains a dotted-line relationship with the Director of District Operations (DDO) for alignment on enrollment systems and priorities. Front office operations and enrollment execution are the primary responsibilities of this role. Marketing and communications execution supports these priorities and should not interfere with core operational duties. The Office Manager reports to the Principal and Director of Campus Operations (DCO), who is responsible for coaching, managing, and ensuring effective execution of all front office systems. This is a 12-month role reporting to the Principal and Director of Campus Operations.

Requirements

High school diploma required; bachelor’s degree preferred or equivalent professional experience
2+ years of experience in school operations, enrollment, recruitment, customer service, or a high-volume, relationship-driven environment
Demonstrated ability to manage multiple priorities, track follow-up, and maintain organized systems
Strong interpersonal and communication skills, with the ability to build relationships with prospective and current families
Ability to execute enrollment processes from inquiry through onboarding with accuracy and consistency
Proficiency with Google Workspace (Docs, Sheets, Forms) or Microsoft Office
Ability to manage communication workflows, including email, phone, and basic social media platforms
Ability to work in a fast-paced environment while maintaining a high level of responsiveness and professionalism
Strong sense of ownership over outcomes, including responsiveness to families and completion of enrollment tasks
Ability to collaborate across teams while maintaining clarity of role and responsibility

Nice To Haves

Bachelor’s degree
Experience working in a K–12 school setting or enrollment-focused role
Experience supporting recruitment, outreach, or event coordination (e.g., tours, open houses, community events)
Experience managing or supporting social media or communications execution in a professional setting
Familiarity with enrollment tracking systems, CRM tools, or student information systems
Experience working in environments with clear performance goals (e.g., enrollment targets, customer conversion metrics)

Responsibilities

Manage all front office workflows: Phones, visitors, check-in/out, late arrivals, early dismissals
Ensure consistent execution of: Visitor protocols, Campus safety procedures
Serve as the first point of contact for families and visitors
Maintain a welcoming, professional, and highly responsive front office environment
Manage: Early dismissals, Late arrivals, Transportation changes (front office side)
Ensure all transitions are documented and communicated in real time
Support daily coordination with Health Services: Student pick-up due to illness, Documentation routing
Execute established processes with fidelity; escalate gaps or inconsistencies to the DCO
Execute established systems with fidelity
Identify breakdowns and elevate to DCO
Support continuous improvement through feedback (not redesign)
Office Managers are responsible for executing established systems with consistency and urgency
Office Managers may make real-time operational decisions within established protocols to ensure smooth daily operations
Office Managers do not design or change systems; all system design and changes are owned by the Director of Campus Operations
Operational issues that cannot be resolved within existing systems must be escalated to the Director of Campus Operations
Maintain continuous front office operational coverage during all school hours as a shared responsibility of the front office team
Coordinate proactively with team members to ensure coverage for absences, transitions, and high-demand periods
Adjust schedules and responsibilities as needed to ensure uninterrupted operations
Coverage must be maintained within the front office team; reliance on staff outside of this team is not standard practice
Escalate coverage risks early to the Director of Campus Operations (DCO)
Identify operational issues or breakdowns in real time and escalate to the DCO
Maintain clear and timely communication with staff and families to ensure smooth daily operations
Prioritize front office operations and primary role responsibilities over all secondary tasks to ensure consistent daily execution
Execute enrollment processes from interest → registration → first day
Manage application tracking and follow-up
Ensure all enrollment documentation is complete and compliant
Coordinate onboarding logistics for new families
Participate as a member of the recruitment and enrollment committee, ensuring presence and all action steps completed.
Serve as primary contact for prospective and new families
Conduct school tours and info sessions
Support family communication throughout enrollment lifecycle
Collaborate DCO, Deans of Culture and Principal to ensure execution of family facing communication and experiences align.
Execute enrollment-related communications and outreach materials aligned to school and district guidance.
Implement communication strategies and campaigns developed at the school or district level
Serve as the campus-based executor of enrollment marketing efforts to support enrollment goals, in coordination with the DCO and DDO
Solicit opportunities for recruitment
Execute recruitment events and signature events planned for your research and the campus and R&E Teams.
Track participation and follow-up
Maintain accurate enrollment trackers in alignment with R&E expectations
Provide updates to: DCO (site-level execution), DDO (strategy owner)
Coordinate with: SIS Coordinator → data entry alignment, School leaders → class placement
Ensure smooth transition for new scholars
Other duties as assigned.
Collaborate with colleagues to continuously improve practices and achieve school/district goals.
Engage in professional development aligned with role responsibilities and growth.
Uphold the values of confidentiality, accountability, and high expectations.