Operations Administrative Coordinator

Essential Duties and Responsibilities

• Greet and assist visitors and vendors utilizing the visitor management system, maintaining a professional, helpful front-line presence for the department.
• Provide administrative support for departmental processes including invoice processing, check requests, and billing reconciliation.
• Coordinate incoming and outgoing mail and package distribution across campus, including maintaining related records and tracking.
• Working closely with the Human Resources department, manage administrative processes related to school-owned apartment complexes, including coordinating move-in/move-out procedures, communicating housing guidelines, handling security deposit collection and returns, and maintaining accurate tenant records.
• Collaborate with division assistants in the Middle and Upper Schools to provide administrative support on cross-divisional projects, coordinate logistics for special schedules, and assist with the planning and execution of campus-wide events.
• Project manage small-scale administrative initiatives, including developing timelines, coordinating stakeholders, tracking progress, and ensuring timely completion of tasks.
• Maintain and manage key inventory records; coordinate key assignments and re-keying requests in collaboration with Facilities.
• Assign parking passes, keys and electronic fobs to new employees; assist in the onboarding process.
• Track and update directory information and staff signage across campus to ensure accuracy and consistency.
• Process staff requests for business cards, office signage, and other administrative materials.
• Maintain the department’s shared calendars and assist with coordination of departmental meetings, including note-taking and follow-up tracking as needed.
• Provide administrative coordination for refuse and recycling services, including scheduling pickups and following up on service issues.
• Support seasonal projects or initiatives led by the Operations department, such as coordination of celebratory events, workspace moves, or other logistical updates.
• Assist in processing staff vacation and time-off requests, ensuring alignment with department staffing needs.
• Provide backup administrative support to the transportation team, including shuttle schedules and rider communication, as needed.
• Complete additional administrative tasks or projects as assigned by department leadership.

• Regular attendance and physical presence at the job.
• Ability to lift and carry packages and equipment up to 25 lbs.
• Ability to walk, stand, and perform physical tasks throughout the day.
• Must be able to work in both indoor and outdoor environments.

Qualifications

• High school diploma or equivalent required.
• Associate’s degree in business administration, management or a related field preferred.
• Previous experience in a school environment is preferred.
• Capacity to handle emergent and unexpected situations with poise and efficiency.
• Highly organized with a proven ability to prioritize tasks effectively and manage multiple responsibilities simultaneously.
• Strong verbal and written communication skills for effective interaction with staff, vendors, and other stakeholders.
• Proficiency in Google Workspace
• Minimum 3 years work experience