Operations Assistant

Dr.-Howard-Fuller-Collegiate-Academy-1; Milwaukee (WI); On-site; USD 32,000 - 46,000; Full time

Job summary

HFCA is seeking a School Operations Assistant to support the Director of School Operations at our Milwaukee campus. You will help manage daily lunch service, coordinate meal delivery and records, supervise students, and keep cafeteria and service areas ready for each meal.

You will also assist with arrival/dismissal, facilities readiness, inventory, events, and other operational tasks, collaborating with staff, families, vendors, and the Regional Operations team.

Qualifications

• Minimum of two years of experience working with youth.
• Ability to maintain confidentiality and handle sensitive information.
• Strong interpersonal and communication skills.

Responsibilities

• Coordinate daily lunch and food service operations.
• Supervise students during meal periods.
• Assist arrival, dismissal, and campus safety procedures.
• Maintain accurate operational records and inventories.
• Communicate with vendors and school leadership about needs.
• Support events and campus logistics.

Skills

Youth engagement

De-escalation

Restorative practices

Strong communication

Reliability

Education

High school diploma or GED

Tools

NetSuite

SAP

Sage Intacct

Job description

Description

The School-Based Operations Assistant supports the Director of School Operations in ensuring efficient, safe, and consistent daily operations at the assigned HFCA campus. This position has primary responsibility for supporting the school’s daily food and lunch operations, including meal service coordination, food deliveries, meal counts and documentation, cafeteria readiness, student lunch supervision, supply management, and communication with food service partners.

In addition to lunch operations, the Operations Assistant supports key school systems including arrival and dismissal, facilities and building readiness, inventory and supplies, student supervision, school events, and general operational needs. The Operations Assistant works closely with school leadership, staff, students, families, vendors, and the Regional Operations team to ensure that operational systems are organized, responsive, and aligned with HFCA expectations.

The Operations Assistant must be highly organized, dependable, detail-oriented, and comfortable working in a fast-paced school environment where priorities may shift throughout the day.

ESSENTIAL DUTIES AND RESPONSIBILITIES

School Lunch & Food Service Operations

Serve as the primary school-based operations support for the campus meal and food service program.

Coordinate the daily execution of breakfast, lunch, snack, and other meal services offered at the assigned campus.

Ensure food service areas, cafeterias, serving areas, and related spaces are prepared and operational before each meal service.

Receive and verify daily food deliveries and communicate shortages, incorrect deliveries, damaged items, or other concerns to the appropriate food service provider and Operations leadership.

Maintain accurate daily meal counts, service records, delivery documentation, and other required food service documentation.

Support accurate student meal tracking and ensure established meal service procedures are consistently followed.

Monitor food service supplies and communicate ordering or replenishment needs before supplies become critically low.

Maintain organized storage of food service supplies, materials, and equipment.

Coordinate with food service vendors regarding deliveries, service concerns, menu changes, supply needs, and other operational issues.

Communicate meal service changes, delays, shortages, or other concerns promptly to the Director of School Operations and appropriate school leadership.

Support procedures for student allergies, dietary accommodations, and other documented meal-related needs in partnership with appropriate school staff.

Ensure food service areas remain clean, organized, safe, and ready for student use.

Assist with monitoring food service equipment and promptly report maintenance or repair needs.

Support compliance with HFCA procedures and applicable food service, sanitation, safety, and documentation requirements.

Assist with preparation and organization of records needed for internal reviews, monitoring visits, audits, or other food service compliance activities.

Identify opportunities to improve the efficiency and consistency of school meal operations.

Lunch Period Operations & Student Supervision

Coordinate the daily operational flow of student lunch periods.

Ensure lunch spaces are appropriately set up before students arrive and reset between lunch periods as needed.

Support efficient student movement into, throughout, and out of the cafeteria or designated meal spaces.

Supervise students during meal periods to maintain a safe, respectful, organized, and positive environment.

Work collaboratively with school leadership and student support staff to address behavioral concerns during lunch.

Reinforce school expectations and HFCA PRIDE values throughout lunch periods.

Monitor cafeteria capacity, seating, traffic flow, meal lines, and transition times.

Assist students who need support navigating the meal service process.

Communicate recurring lunch operational or student supervision concerns to school leadership.

Support cleanup, organization, and transition of cafeteria spaces following meal service.

Daily School Operations

Support the Director of School Operations with the execution of daily campus operational systems.

Assist with arrival and dismissal procedures, including student movement, traffic flow, transportation coordination, and campus safety.

Conduct regular campus walkthroughs to identify operational, cleanliness, facilities, safety, or supply needs.

Submit and follow up on facilities, maintenance, custodial, and operational requests as assigned.

Help ensure classrooms, common areas, offices, cafeterias, and other school spaces are prepared for daily operations.

Support campus opening and closing procedures as assigned.

Assist with transportation, deliveries, vendor access, and other school-based operational needs.

Respond to immediate operational needs throughout the school day and escalade concerns when appropriate.

Support emergency drills, safety procedures, and campus emergency response protocols.

Receive, organize, document, and distribute school deliveries.

Maintain accurate inventory of operational and food service supplies.

Monitor inventory levels and communicate purchasing needs to the Director of School Operations.

Ensure supplies are stored safely and in designated locations.

Coordinate distribution of supplies and materials to classrooms, offices, food service areas, and other campus departments.

Maintain organized storage areas and assist with periodic inventory counts.

Support tracking of school equipment, assets, and operational materials.

School Events & Campus Logistics

Assist with operational planning and setup for school events, parent meetings, assemblies, professional development, conferences, and other campus activities.

Prepare cafeterias, classrooms, meeting rooms, and common spaces for scheduled activities.

Coordinate tables, chairs, equipment, signage, supplies, food service needs, and other event logistics as assigned.

Assist with event breakdown and returning school spaces to normal operating conditions.

Provide operational support for special programs and activities occurring before, during, or after the regular school day.

Administrative & Operational Support

Maintain accurate operational records, trackers, checklists, logs, and documentation.

Complete data entry and maintain electronic and physical files related to school operations.

Assist with preparing operational communications, documents, schedules, and reports.

Communicate professionally with staff, students, families, vendors, and community partners.

Provide front office and reception coverage when operationally necessary.

Answer phones, greet visitors, and assist with general school inquiries when assigned.

Attend Operations meetings and communicate relevant campus updates, needs, and concerns.

Complete special projects and other school-based operational responsibilities assigned by the Director of School Operations or school leadership.

QUALIFICATIONS & REQUIREMENTS

High school diploma or GED.

Minimum of two (2) years of experience working with youth in an educational, community, or safety-related setting.

Demonstrated ability to engage respectfully with adolescents and build positive relationships grounded in trust and consistency.

Strong interpersonal and communication skills, including the ability to de-escalate tense situations and promote restorative outcomes.

Ability to maintain composure and sound judgment in high-stress or emotionally charged situations.

Proven dependability, professionalism, and ability to follow written and oral instructions.

Commitment to diversity, equity, inclusion, and HFCA’s PRIDE values (Purpose, Responsibility, Integrity, Drive, Excellence).

Ability to maintain confidentiality and handle sensitive student information appropriately.

Reliable attendance and punctuality.

Must complete annual training in de-escalation and crisis response strategies as defined by HFCA policy (e.g., Safety Care or equivalent).

Preferred Experience in a K–12 school environment, preferably within an urban or charter school context.

Training or certification in areas such as de-escalation, trauma-informed care, first aid/CPR, or restorative practices.

Familiarity with school safety technologies (e.g., security cameras, visitor management, radio communication systems).

Knowledge of student conduct policies, safety codes, and emergency response procedures.

Preferred Requirements

Experience with ERP systems (e.g., NetSuite, SAP, Sage Intacct).

Familiarity with payroll processing systems.

Progress toward or completion of CPA or CMA certification.

Experience in a nonprofit, charter school, or public-sector accounting environment.

Physical Requirements

Primarily an office-based role with standard business hours; occasional extended hours during month-end, year-end, or audit periods.

Requires prolonged periods of sitting and computer use.

Occasional local travel may be required for trainings or interdepartmental meetings.

EQUAL OPPORTUNITIES EMPLOYER

HFCA complies with applicable state and local laws governing non-discrimination. We are committed to equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, gender, disability, genetic information, marital status, age, religion, sexual orientation, or national or ethnic origin. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, lay-off, recall, transfer, leave of absence, compensation, and training.

HFCA expressly prohibits any form of unlawful employee harassment based on race, color, religion, gender, sexual orientation, national origin, age, genetic information, disability, or veteran status. Any actions or behaviors that create an uncomfortable work environment and prohibit an employee to perform their expected duties will not be tolerated.