Office Coordinator

KIPP New Orleans; New Orleans (LA); On-site; USD 35,000 - 45,000; Full time

Benefits offered by this job

Health and wellbeing benefits

403(b) retirement plan

Paid holidays

Job summary

A prominent educational non-profit in New Orleans seeks an Office Coordinator to be the welcoming face of the school. Responsibilities include managing front-office activities, enhancing family and student engagement, and overseeing effective communication within the school. The ideal candidate should have at least 2 years of administrative support experience and a high school diploma. This role offers a unique opportunity to support a vibrant school community while ensuring smooth operational excellence.

Qualifications

• 2+ years of front-office or administrative support in a school, healthcare, or customer-service setting.
• Deep understanding of front-office protocols and attendance procedures.
• Proficiency with Google Workspace/Microsoft 365.

Responsibilities

• Greet and assist students, parents, and visitors.
• Manage front desk activities and maintain a professional school image.
• Conduct daily attendance calls and manage enrollment processes.

Skills

Front-office administration

Customer service

Communication

Problem-solving

Education

High School Diploma/GED

Tools

Google Workspace

Visitor Management software

Job description

Together | A Future Without Limits

KIPP New Orleans Schools (KNOS) is a non-profit network of 13 college/career-preparatory, public charter schools serving approximately 5,000 elementary, middle, and high school students, and over 2,000 alumni. While each of our schools is as unique as the community to which it belongs, we are united around a shared promise: To build academically excellent schools that create unlimited opportunity for all students. For 20 years, we have a proven track record of preparing students for success in college, career, and beyond.

The Office Coordinator is the welcoming face and operational heartbeat of the school campus, ensuring families, students, and staff experience clear, timely, and caring service across both schools. Reporting to the Director of School Operations, the Coordinator owns front‑office execution—phones, visitors, uniforms, packages, translation access, and day‑to‑day admin—while supporting attendance outreach, safe arrival/dismissal, copier/office care, school communications, and event logistics. The role also captures and nurtures prospective‑family leads (calls, walk‑ins, interest forms, events, referrals), schedules tours, and guides families through application and registration—so classrooms run without interruption and every family feels known, informed, and supported.

Operational Responsibilities

• Greets and assists students, parents, and visitors with a friendly, professional demeanor, ensuring the school’s front office reflects a welcoming and supportive environment.
• Covers the front desk, including answering phone calls, responding to parent requests, receiving packages, selling uniforms, and ensuring daily front office activities run smoothly.
• Maintains a professional, positive school image by managing day‑to‑day administrative tasks such as phone calls, emails, and visitor check‑ins with efficiency and courtesy.
• Supports daily operations tasks such as copier care, attendance phone calls, and arrival/dismissal duty to ensure consistent, smooth school functioning.
• Participates in special projects as assigned, contributing operational expertise and administrative support to advance school priorities.
• Directly supports the strong execution of daily safe and efficient arrival and dismissal procedures.

School Communications Responsibilities

• Assists with school‑wide communication to parents, including newsletters, updates, and announcements, ensuring families are well‑informed and engaged.
• Maintains clear communication channels that effectively share key campus events, deadlines, and updates with parents, guardians, and staff.
• Creates and distributes communication materials for students, parents, and staff, ensuring consistent messaging aligned with school culture and priorities.
• Supports special events by arranging space and furniture, ordering materials and refreshments, setting up event spaces, and coordinating staff support as needed.
• Directly supports the strong execution of daily safe and efficient arrival and dismissal procedures.
• Maintains clean, organized, and welcoming storage and shared spaces, ensuring accessibility, functionality, and a professional appearance.

Attendance / Enrollment Management Responsibilities

• Complete daily attendance calls.
• Communicates effectively with families about the application, enrollment, and withdrawal processes to build trust and foster long‑term engagement.
• Support families with new student registration as needed to ensure all newly assigned families complete registration within 5 days; support the school's returning families' re‑registration efforts to ensure 90+% of returning families have re‑registered by the target date.
• Capture and log all prospects (calls, walk‑ins, interest forms, events, referrals); contact new leads within 24 hours; nurture via call/text/email, schedule tours, and guide families through application and registration; ensure translation support and elevate barriers; run weekly re‑engagement for inactive leads.

Technology Responsibilities

• Ensures all teachers complete monthly Chromebook cart audits. Completes spot checks of audits weekly.
• Observes and clears copy machine jams promptly and requests Konica maintenance support when needed to minimize downtime.
• Manages supply orders for copy/print systems to maintain adequate inventory and ensure smooth daily operations.
• Ensures shared‑use equipment (e.g., poster makers, laminators, copiers) is maintained, stocked, and accessible to staff, resolving issues promptly to minimize instructional disruptions.
• Orders and maintains office supplies, equipment, and materials within budget constraints to ensure smooth daily operations.

Transportation Responsibilities

• Ensure all buses have correct signage.
• Submit late bus data daily into regional tracker and communicate to regional lead when buses are "doubled‑up".
• Ensure bus write‑ups are followed up on by culture team.
• Serve as a liaison between families and the bus company to problem‑solve any issues that arise.
• Ensure all drivers check their bus before pulling off in the morning.
• Submit bus stop change requests to our router in a timely manner and communicate updates to the family as soon as they are received.
• Manage and update the school's transportation roster.

Qualifications

• Education & Credentials: High School Diploma/GED.
• Experience: 2+ years front‑office or administrative support in a school, healthcare, or customer‑service setting; experience handling high‑volume phones/visitors, student records, and cash/check handling.
• Knowledge: Deep understanding of front‑office protocols, attendance procedures, records retention basics (FERPA awareness); visitor management and safety procedures; family communication norms; basic purchasing and inventory practices.
• Technical Skills & Tools: Proficiency with Google Workspace/Microsoft 365; calendaring & mail merge; SIS user proficiency for attendance, enrollment, and student lookup; copier/printer/postage systems; visitor management (e.g., Raptor) preferred.

Preferred Qualifications

• Associate’s Degree; Bilingual (e.g., Spanish) and strong customer‑service orientation; Notary commission (where useful) or medical/clinic front‑desk experience; experience with mass‑communication tools (SchoolMessenger, Blackboard, Mailchimp).

Work Environment and Physical Demands

• While performing the duties of this job, the individual is regularly required to communicate information and ideas effectively so others will understand.
• Must be able to exchange accurate information in these situations, including noisy environments such as cafeterias and playgrounds, to more moderate situations such as classrooms or large group professional settings.
• Specific vision abilities required by this job include the ability to observe details at close range (within a few feet of the observer).
• This role routinely uses standard office equipment such as laptop computers and various digital devices, and one needs to be able to read, analyze, and interpret data (emails, memos, letters, etc.) and maintain visual attention and mental concentration for significant periods of time.
• Ability to meet the physical demands of classroom teaching (standing, circulating, occasional lifting/moving of classroom materials); able to sit and work at a desk/computer for extended periods of time.
• Ability to safely lift and move up to 30 lbs independently.
• Duties may require traveling to other school facilities using employee's personal transportation.
• This is a full‑time, 100% on‑site position; regular work hours, Monday through Friday, will be established with your supervisor. Occasional evening and weekend work may be required as job duties demand.

Work Authorization

• Applicants must be currently authorized to work in the United States for any employer.

Commitments

• Maintain a friendly, respectful, professional and courteous attitude with all people, including all KNOS employees, Board members, community and philanthropic partners, funders, and vendors.
• Model superior customer service behavior by maintaining positive relationships with all KNOS stakeholders.
• Contribute as a positive and effective team member; work effectively with other team members to accomplish KNOS goals.
• Be prompt and available for flexible scheduling; be honest and fair in all professional dealings.

Additional Information

• This is an hourly position, and we routinely engage in compensation analysis for all roles across the organization to ensure that we remain competitive in the market.
• 403(b) retirement plan – KNOS matches 100% of employee contribution up to the first 5% of salary and any bonuses. Vested immediately in 403(b).
• KNOS employees are eligible for health and wellbeing benefits starting the first day of the month following their Date of Hire.
• Comprehensive, customizable health coverage, including disability, life insurance, hospital indemnity, FSAs for health and dependent care, and free dental and vision for employees.
• KNOS employees are provided ~30 paid holidays and additional paid time off.
• Opportunities for on‑going professional development.

Disclaimer

• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
• This job description shall not constitute or be construed as a promise of employment or as a contract between KNOS and any of its employees.

KIPP New Orleans Schools is an Equal Opportunity Employer

At KIPP New Orleans Schools, we are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and employees without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, disability, sexual orientation, gender identity and/or expression, marital status, veteran service, genetic information, family or parental status, or any other status in accordance with applicable federal, state and local laws. KNOS expressly prohibits any form of unlawful employee harassment based on any of the characteristics listed here. Improper interference with the ability of KNOS employees to perform their expected job duties is absolutely not tolerated. KNOS complies with applicable state and local laws governing non‑discrimination in employment in every location in which the KNOS has facilities. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Please contact our regional Talent Team at [e-mail] with any questions.