Operations Assistant

BelovED Community & Empowerment Academy Charter Schools•Jersey City, NJ

34d•Onsite

About The Position

BelovED Community Charter School is seeking a highly organized, detail-oriented, and technology-savvy Operations Support Specialist to provide administrative and operational support to the Director of Operations and other school leaders. This position is ideal for someone who enjoys learning new technology, solving problems, organizing information, and ensuring that complex operational processes run efficiently. The successful candidate will support transportation operations, purchasing, facilities, food service administration, and a variety of school-wide operational projects while providing outstanding customer service to families, staff, and vendors. Every day presents new challenges and opportunities. The successful candidate will be adaptable, dependable, intellectually curious, and committed to finding better ways to serve our students and staff.

Requirements

High school diploma or equivalent required; Associate's or Bachelor's degree preferred.
Two or more years of administrative, operations, or office support experience preferred.
Excellent computer skills and the ability to quickly learn new technology.
Strong proficiency in Microsoft Office and/or Google Workspace.
Excellent organizational skills with exceptional attention to detail.
Strong written and verbal communication skills.
Demonstrated problem-solving ability and sound judgment.
Excellent customer service and interpersonal skills.
Ability to prioritize work, manage multiple deadlines, and adapt to changing priorities.
Ability to work independently while collaborating effectively with a team.
Ability to maintain confidentiality and professionalism.
Learn and master multiple software systems quickly.
Analyze information and identify inconsistencies.
Solve operational problems independently.
Exercise sound judgment.
Maintain exceptional accuracy while managing multiple priorities.
Communicate professionally with students, families, vendors, and staff.
Build positive working relationships.
Remain calm and organized in a fast-paced environment.
Continuously look for ways to improve systems and processes.

Nice To Haves

Experience in one or more of the following areas is preferred: School administration, Transportation or logistics, Purchasing, Student information systems, Operations support, Data management, Process improvement.

Responsibilities

Provide administrative support to the Director of Operations and other school administrators as assigned.
Coordinate and manage a variety of operational projects from planning through completion.
Research operational issues and assist in developing practical solutions.
Prepare reports, spreadsheets, correspondence, and presentations.
Maintain accurate records and ensure data integrity across multiple software systems.
Monitor deadlines and follow up on outstanding tasks to ensure timely completion.
Identify opportunities to improve operational efficiency and recommend process improvements.
Maintain confidentiality of student, employee, and organizational information.
Perform other duties and responsibilities as assigned.
Serve as a primary point of contact for transportation operations during afternoon dismissal.
Answer incoming telephone calls and respond professionally to parent inquiries.
Assist families with transportation-related questions and concerns.
Monitor afternoon bus routes and communicate with drivers, aides, schools, and families as needed.
Utilize SafeStop and other transportation software to monitor routes and improve on-time performance.
Analyze transportation data and assist in identifying operational improvements.
Document transportation concerns and assist in resolving issues.
Track driver completion times and maintain daily transportation records.
Supervise students who return to school following dismissal until released to an authorized guardian in accordance with school procedures.
Contact parents regarding transportation-related behavioral incidents.
Accurately document behavioral incidents in Dean's List.
Maintain accurate operational information.
Verify data accuracy and resolve discrepancies.
Generate reports and operational metrics.
Assist users with routine software questions.
Learn new software applications as operational needs evolve.
Assist in obtaining competitive quotations and pricing.
Prepare requisitions, receivers, reimbursement requests, and purchasing documentation.
Assist with establishing new vendor accounts.
Coordinate deliveries, installations, inspections, and project schedules.
Maintain purchasing records and supporting documentation.
Track operational projects to completion.
Manage student meal balances through PaySchools.
Prepare and distribute balance notifications.
Communicate professionally with families regarding meal balances.
Assist families with meal application completion.
Coordinate food service requests with the school's food service provider.
Notify the food service provider of significant enrollment or attendance changes affecting meal counts.
Coordinate meal requests for field trips and special events.
Provide administrative assistance to various departments during peak operational periods, including: Registrar, Principal, Business Office, School events, Other departments as assigned.