Operations Associate (2025-2026)

Hebrew Public•Philadelphia, PA

5h•Onsite

About The Position

The Operations Associate is the front-line anchor of Philadelphia Hebrew Public. This is a fast-paced, high-responsibility role that keeps the school running day to day. You will support the front office, oversee attendance, communicate with families, maintain student records, and respond to urgent needs as they arise. It requires strong organization, clear communication, and the ability to stay calm and effective while juggling multiple priorities. Reporting to the Director of Operations, the Operations Associate ensures that essential systems run smoothly so teachers can teach and students can learn. This role is ideal for someone early in their career who is driven by purpose, eager to build operational skills, and ready to contribute to a mission-focused school community. Candidates do not need to speak Hebrew. We strongly encourage applicants from traditionally underrepresented backgrounds to apply.

Requirements

1–3 years of experience in customer service, administrative support, front desk, or school office work (required).
Comfortable with Microsoft Office and Google Workspace; eager to learn new systems (SIS platforms, ParentSquare, etc.).
Demonstrated experience working with children and/or families, ideally in an elementary school, after-school, camp, daycare, or community-based setting.
Strong written and verbal communication skills in English
Physically able to lift up to 50 pounds (materials, supplies, etc.) and stand at a front desk for extended periods.

Nice To Haves

School operations experience is a plus, not a requirement, we will train.
Previous charter school experience is highly preferred.
Higher education degree preferred.
Spanish fluency preferred.

Responsibilities

Serve as a welcoming, dependable front-line representative for the school community—greeting students, families, staff, and visitors with warmth and professionalism
Manage student information systems such as PowerSchool, Infinite Campus, Compass, and ParentSquare with precision and timeliness
Prepare and track compliance documentation for local, state, and federal requirements
Process procurement requests, manage inventory, and ensure proper distribution of materials and supplies
Maintain a high-standard office environment and support event planning, vendor coordination, and communication
Collect, track, and report attendance data, meal sheets, and other required administrative documentation
Oversee all aspects of the enrollment process, including digital systems management, document collection, and direct family engagement
Support coordination of student transportation, partnering with the School District of Philadelphia and external transportation vendors
Take ownership of additional projects and tasks that align with the school’s mission and operational needs
Build and sustain strong, trust-based relationships with families and staff
Manage all family communication via ParentSquare, ensuring timely, clear, and culturally responsive messaging across email, text, and calls
Foster a culture of service, reliability, and respect in every interaction
Support daily attendance operations—ensuring data accuracy, reviewing tardies/absence notes, and following up on missing submissions
Lead communication for attendance compliance, including required notifications and documentation
Manage afternoon front desk operations with a professional, solutions-oriented approach
Maintain regular, effective communication with school leadership, staff, and families via email, newsletters, and digital platforms
Ensure student files are meticulously organized and compliant with all regulations
Manage secure collection, transfer, and storage of sensitive student records

Benefits

Health Coverage: Medical: Employer covers 85% of premiums, Dental: Employer covers 85% of premiums, Vision: 100% covered by employer.
Retirement: 5% Employer Match of your annual salary dollar for dollar. No vesting period.
Opportunities for performance bonuses and additional stipends.
Mental health resources and employee assistance programs.
Discounts on wellness programs & gym memberships
Generous Paid Time Off: Enjoy 20+ holidays, 10 PTO days (10 month staff) and 14 PTO days (12 month staff)
6 weeks paid parental leave for primary caregivers and 4 weeks for non-primary caregivers when welcoming your new child.
Coverage of fertility services and minimal out-of-pocket costs
Up to $3,000 in HRA funds
Employer-Paid and Voluntary Life Insurance: AD&D benefit of one times salary up to a maximum of $100,000 (Minimum $50,000) through UNUM. This valuable benefit is provided at no cost to you.
Access to workshops, certifications, and ongoing professional development
University partnerships for certification.
Opportunities for global travel experiences.