Job Details
Title Operations Coordinator
Description Operations Coordinator
DEPARTMENT: Operations
ROLE TYPE: Full Time
REPORTS TO: Executive Director
START DATE: Immediate
Our Belief about School Operation
At Legacy Prep, you will have the support to grow, the freedom to innovate, and you will never stop learning. You will be part of a community of game-changing educators who are creating new generational legacies for historically underserved youth in Birmingham, Alabama. We
believe that we must always strive to strengthen and improve system-wide operations to meet the needs of Legacy Prep’s growing and changing community. Our operations team ensures that resources are aligned with needs, technology is leveraged to support learning and
administrative needs, facilities are designed, developed, and maintained for high performance learning and working environments, environmental stewardship practices are in place, and data based decision making leads to continuous improvement.
Primary Roles and Responsibilities include but are not limited to:
Recruit and Enroll Students
Design student recruitment plan including mailings, phone calls, events,
canvassing, etc.
Serve as lead on all events related to recruitment: including pop-up community
events, interest meetings, and speaking on Legacy Prep’s behalf at outside events
hosted at local schools and preschools
Oversee student enrollment process, assist with student recruitment, and maintain
all lottery records
Oversee student re-enrollment process, manage parent communication, and
manage updates to contact information and medical information
Assist with the distribution of flyers, invitations, and other parent communication
as it relates to the student recruitment process
Lead school tours as it relates to the recruitment process, organize and schedule
class observations for prospective families with current guides
Research, manage, write content, and communicate with advertising organizations
that aid in recruitment: including Lamar with billboards, Summit Media with radio,
and Bham Now with online written content
Student Information Management System
Collect all student records, including immunization records, home language
surveys, emergency contact forms, and media release forms
Complete annual reports, daily attendance, and enrollment, withdrawal, and
discipline data
Code students for IEP, ELL, etc.
Help develop and manage student progress report and report cards
Manage the collection, dispersal, security, and organization of all student
cumulative record files
Assure confidentiality of files is maintained and lock files where appropriate
Manage Main Office
Design procedures for and manage daily student arrival and dismissal, including
tardiness and early dismissal
Design procedures for and assist families and visitors
Ensure response to all incoming communication for school
Manage regular external communications including behavior and academic reports, school newsletter, and notification of unexpected changes
Maintain school supply closet
Work in close partnership with School Leader and leadership team at Legacy Prep to ensure aligned front office procedures for both schools
Directly manage Office Manager, operational interns, and volunteers
School-Wide Systems
Create and maintain duty schedules, including cleaning schedules
Create and communicate safety-related procedures including carpool, student pick up, etc.
Create show-flows for field trips, picture days, and any other miscellaneous days that require a change in general schedule
Create and follow-up on mandatory training schedules for compliance monitoring through SafeSchools
Partner with Arts Teachers and Groups to schedule bi-annual performances: including communication internally, as well as geared toward community and families, and managing events through our landlords
School Safety Lead
Manage, update, and maintain School Safety Plan through nSide to ensure compliance
Schedule and execute required fire drills, severe weather drills, and lockdown drills
Coordinate outside trainings and facilitate school-level trainings and emergency preparedness materials
Physical Environment of School
Select furniture and ensure teachers have the necessaryoom tools they need
Conduct campus audits
Management and upkeep of facilities
Oversee maintenance of teacher workrooms and other shared spaces Design student uniforms and systems for families to purchase them Oversee the custodial team to maintain a clean, safe environment for our students Ensure hallways and other public spaces reflect the school’s culture, brand, and mission
Manage the school’s maintenance needs
Growth Mindset
Willing to offer support and receive constructive feedback from colleagues in order to create a professional working atmosphere that is conducive to change and improvement
Participate in school-wide and individual professional development, including pre service training over the summer and weekly during the academic year
Other Duties
Perform duties such as monitoring lunch, arrival, dismissal, coverings, etc. Carry out any additional daily school duties as decided upon by the School Leader as well as attend and assist in school events as needed
Ensure effective field lessons, school events, and extracurricular activities Model Legacy Prep core values and character strengths at all times
Support with school culture and behavior
File all E-rate applications and forms
Prepare bid specification for technology equipment, software, materials and supplies
Serve as the Website Administrator. Ensure website is kept up to date
Employment Qualifications:
Bachelor’s Degree, or higher degree, in Operations Management, Organizational Management, Business or related field.
Education Experience, preferred. Charter School Experience, preferred.
Demonstrated record of leadership.