Charter School Operations Administrator

Position Summary

The School Main Office & Operations Administrator serves as the operational hub of Summit Academy Charter School, ensuring that the day-to-day functions of the main office run with precision, warmth, and professionalism. This individual is the first point of contact for students, families, staff, and visitors, and plays a vital role in maintaining a safe, organized, and welcoming school environment.

The ideal candidate is a highly organized self-starter who thrives in a fast-paced school setting. They bring strong communication skills, a student-centered mindset, and the operational expertise to support academic excellence and community trust at Summit Academy Charter School.

Key Responsibilities

Office & Administrative Operations

• Serve as the primary point of contact for the school’s main office, greeting and directing students, families, staff, and visitors with professionalism and warmth

• Manage all incoming and outgoing communications, including phone calls, emails, and written correspondence on behalf of the school

• Maintain organized filing systems (physical and digital) for student records, staff documents, compliance files, and administrative materials

• Prepare, proofread, and distribute school-wide documents, letters, schedules, memos, and announcements

• Manage office supplies and equipment inventory; coordinate maintenance requests and submit purchase orders as needed

• Coordinate room bookings, meeting logistics, and calendar management for school leadership and staff

• Process incoming mail and deliveries; route materials to appropriate staff or departments

• Maintain and update the school’s master calendar, communicating scheduling changes to relevant stakeholders

Student & Family Services

• Maintain accurate and current student enrollment, attendance, and demographic records in the student information system (SIS)

• Process student arrivals and dismissals; manage late arrivals, early pick-ups, and visitor sign-in protocols in accordance with school safety procedures

• Serve as a warm and knowledgeable first point of contact for families; provide school information and refer concerns to appropriate staff

• Support student registration, enrollment, and re-enrollment processes including collection of required documentation

• Coordinate communication between school staff and families, including scheduling parent-teacher conferences and distributing school-wide updates

• Manage emergency contact records and ensure all student health, allergy, and safety information is current and accessible

• Maintain strict confidentiality of all student and family records in compliance with FERPA and school policy

School Operations Support

• Support the Principal and school leadership with day-to-day operational needs including scheduling, correspondence, data entry, and report preparation

• Coordinate logistics for school events including open houses, parent nights, assemblies, testing days, and staff meetings

• Liaise with building facilities staff, security, and vendors to ensure a safe, clean, and fully operational school environment

• Support onboarding of new staff and substitute teachers including preparation of materials, ID badges, and system access

• Maintain the school’s substitute teacher coordination system; communicate coverage needs and confirm daily assignments

• Assist with state and city compliance activities including preparing documentation for audits, inspections, and regulatory submissions

• Support coordination of standardized testing logistics including scheduling, materials management, and room assignments

Data Management & Reporting

• Enter and maintain accurate student and operational data in the school’s information systems (ATS, STARS, OASIS, Level 0 & 1 or equivalent NYC DOE platforms)

• Compile and submit daily, monthly, and annual attendance and enrollment reports to school leadership and regulatory bodies

• Generate reports, rosters, and data summaries as requested by the Principal, board, or external stakeholders

• Support charter compliance documentation by maintaining organized records of required files and submissions

• Track and flag data discrepancies; communicate issues to the Principal or data manager for resolution

Financial & Procurement Support

• Process and track purchase orders, invoices, reimbursement requests, and vendor communications in coordination with the school’s finance team

• Maintain organized records of all financial documents related to school operations and office expenditures

• Assist with budget monitoring by tracking office-related expenses and flagging discrepancies to school leadership

• Coordinate petty cash and check requests in accordance with school financial procedures

Qualifications

Required

• Associate’s degree or equivalent combination of education and experience

• Minimum 2 years of administrative, office management, or school operations experience

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Google Workspace

• Experience with student information systems (ATS, STARS, PowerSchool, Jupiter or equivalent)

• Strong written and verbal communication skills across diverse audiences

• Demonstrated ability to manage competing priorities with accuracy and discretion

• Experience working in a K–12 school, charter school, or youth-serving organization

• Ability to maintain strict confidentiality in compliance with FERPA and school policy

• Strong interpersonal skills and a collaborative, student-centered approach

Preferred

• Bachelor’s degree in Business Administration, Education, Public Administration, or a related field

• Experience in a charter school or NYC Department of Education school environment

• Familiarity with NYC DOE systems, including ATS, STARS, SESIS, and Galaxy

• Experience with charter school compliance, audits, and regulatory reporting

• Bilingual proficiency in English and Spanish or another language spoken by school families

• Background in school safety, crisis communication, or emergency preparedness

• Demonstrated commitment to educational equity and community-centered service