Operations Associate

Hebrew Public Charter Schools; New York (NY); On-site; USD 50,000 - 60,000; Full time

Benefits offered by this job

Health Coverage

Retirement with Employer Match

Opportunities for Performance Bonuses

Wellness Resources

Generous Paid Time Off

Paid Parental Leave

Access to Professional Development

Job summary

Hebrew Public Charter Schools is seeking an Operations Associate to support the school’s daily functions. You will act as the first point of contact for families, manage attendance, and ensure that both staff and students have the resources they need to succeed.

The ideal candidate should have strong organizational skills, the ability to communicate effectively, and a passion for working in a mission-driven education environment. Starting salaries range from $50,000 to $60,000 based on experience and qualifications.

Qualifications

• Proficiency with computers and various applications is required.
• Experience working in a school environment is preferred.
• Ability to work independently and manage multiple tasks.

Responsibilities

• Oversee attendance and communicate with families.
• Maintain student records and respond to urgent needs.
• Prepare for and support student enrollment and recruitment.

Skills

Organization

Communication

Attention to detail

Flexibility

Independence

Collaboration

Education

1 to 3 years of school operations or administrative experience

Experience with elementary school children preferred

Tools

Google Suite

Microsoft applications

Job description

What’s the Role

The Operations Associate is the front-line anchor of Hebrew Language Academy. This is a fast-paced, high-responsibility role that keeps the school running day to day. You will support the front office, oversee attendance, communicate with families, maintain student records, and respond to urgent needs as they arise. It requires strong organization, clear communication, and the ability to stay calm and effective while juggling multiple priorities.

The Operations Associate ensures that essential systems run smoothly so teachers can teach and students can learn. This role is ideal for someone early in their career who is driven by purpose, eager to build operational skills, and ready to contribute to a mission-focused school community.

Salary and benefits will be highly competitive, equitable, and commensurate with experience. Starting salaries range from $50,000 to $60,000 based on experience and qualifications.

Benefits

• Health Coverage: Medical: Employer covers 85% of premiums, Dental: Employer covers 85% of premiums, Vision: 100% covered by employer.
• Retirement: 5% Employer Match of your annual salary, capped at $6,000, dollar for dollar. No vesting period.
• Additional Compensation: Opportunities for performance bonuses and additional stipends.
• Wellness Matters: Mental health resources and employee assistance programs.
• Perks for You: Student Loan counseling and discounts on wellness programs & gym memberships
• Generous Paid Time Off: Enjoy 30+ holidays; 10 PTO days (10 month staff) and 20 PTO days (12 month staff)
• Family First: 6 weeks paid parental leave for welcoming your new child. Eligible for up to 12 weeks of NY Paid Family Leave
• Fertility Services: Coverage of fertility services and minimal out-of-pocket costs
• Health Care & Dependent Care Flexible Spending Accounts: Up to $5,000 in HRA funds
• Employer-Paid and Voluntary Life Insurance: AD&D benefit of one time salary up to a maximum through UNUM. This valuable benefit is provided at no cost to you.
• Learn & Grow: Access to workshops, certifications, and ongoing professional development
• Advance Your Career: University partnerships for certification.
• Travel: Opportunities for global travel experiences.

Main Office

• Supports vision to actualize a main office culture that provides high quality, warm, professional customer service to all stakeholders.
• Main office duties include reception, printing & copying, mail and shipments, family communication, staff communication, filing, data entry, etc.
• Provides the leadership team with administrative and ad hoc support as needed (e.g. organizing staff appreciation initiatives, coordinating surveys, coordinating professional development, etc.)
• Contributes to the overall success of the school and the network by welcoming related, different, and new requests; remaining aware of the demands on others and volunteering to help without being asked, as appropriate/possible.

Staff Services & Support

• Coordinates space and facilities requests and needs, including booking permits and distribution of keys
• Ensures leadership’s vision for physical climate, branding and beautification are met.
• Ensures the custodial staff are meeting expectation, such as physical safety compliance, cleaning, repairs, permits, events and physical climate
• Assists with and/or coordinates (1) moving and lifting of boxes and other deliveries, (2) small scale repair and maintenance needs and (3) set-up and cleaning of spaces
• Ensures organizing, inventory, and restocking of supplies and materials
• Coordinates usage & maintenance of machines (e.g. copiers, poster machines, laminators)
• Assists with technology (e.g. liaising with our IT vendor, navigating mandatory systems, check-out and return of materials, tracking student and staff tech inventory, etc.)

Student Services & Support

• Coordinates services with external partners related to meals, transportation, safety, uniforms, etc.
• Assists with non-instructional student systems and processes such as attendance, school-wide systems (breakfast, lunch, recess, and dismissal), family meetings and conferences, assemblies and more.

Student Enrollment & Data Management

• Supports in all start-of-year enrollment and registration tasks
• Manage student recruitment data systems: SchoolMint, ATS, etc.
• Supports managing/maintaining Student Information and Communication Systems (ATS, PowerSchool, ParentSquare, OneCall, etc.)

Procurement

• Coordinates planning, purchase, delivery and installation of school furniture, supplies, learning materials and curriculum items.
• Maintains a system to order, purchase, receive, inventory and return (if necessary) goods to ensure the school staff and students consistently have everything they need to operate and achieve our mission
• Completes all school orders in compliance with Hebrew Public’s protocols for order processing
• Troubleshoots missing or incomplete orders and maintains communications with staff throughout the purchase cycle
• Ensures all orders posted for invoicing are compliant with accounting systems and protocols
• Proactively develops relationships with vendors to assure cost-competitive products

Student Recruitment

• In collaboration with Hebrew Public’s External Communication Team, plan and execute open houses and other recruitment events
• Actively recruit new students by meeting families at events and in the community
• Respond to calls and emails from prospective families about enrollment to Hebrew Language Academy (HLA) Charter School
• Support student recruitment marketing efforts, such as targeted mailings, online interest campaigns, metro or neighborhood signage, etc.
• Seek out productive community relationships and build partnerships with organizations when appropriate
• Support with parent teacher organization meetings and events to foster relationships with families
• Identify other opportunities and strategies to meet enrollment targets
• On behalf of HLA Charter School, attend recruitment events, school fairs, etc.

Minimum Requirements

• 1 to 3 years of school operations, administrative or office experience required
• Experience working with elementary school children is preferred, but not required.
• Proficiency with computers, Google Suite, and Microsoft applications is required.
• Attention to detail: Thinks critically about the details of a task at hand
• Flexibility: Ability to adjust expected tasks and schedule to the updated priorities
• Independence: Can work independently, be assertive, and make thoughtful decisions about projects
• Collaborative: Works with teammates and is responsive to feedback. Willingness to go above and beyond the requirements of the job to be innovative and support the organization

Our Commitment

We are committed to building a team that reflects the communities we serve. Candidates of color and those from backgrounds that are underrepresented in school leadership roles are particularly encouraged to apply.

If you need accommodations or assistance due to a disability, please reach out to us at [e-mail]. This information will be treated as confidential and used only for the purpose of determining an appropriate accommodation for the interview process.