Operations Coordinator – Exceptional Learner Academy

Springfield Empowerment Zone Partnership; Springfield (MA); On-site; USD 52,000 - 66,000; Full time

Job summary

Springfield Public Schools seeks an Operations Coordinator to provide comprehensive operational, administrative, and logistical support to the Exceptional Learner Academy leadership team, staff, students, and families.

The role entails managing school operations, budget processes, and family/community communications while ensuring compliance and confidentiality within a dynamic school environment.

Qualifications

• Associate degree required; Bachelor's degree preferred.
• Minimum of four (4) years of progressively responsible administrative experience, preferably in a school setting.
• Experience in budget management, purchasing, accounts payable, payroll support, student records management, invoice reconciliation, and administrative coordination.
• Ability to maintain confidentiality and professionalism.

Responsibilities

• Oversee school operations and master schedules; coordinate daily staff coverage.
• Assist with budget management, purchasing, accounts payable, and payroll-related tasks; maintain financial records.
• Develop and distribute school communications; maintain website and other platforms.
• Coordinate facilities, transportation, food services, health, safety, and security operations.
• Maintain confidentiality of sensitive information and perform other duties as assigned.

Skills

Organizational

Communication

Problem solving

Time management

Interpersonal skills

Conflict resolution

Microsoft Office

Google Workspace

Education

Associate degree

Bachelor's degree preferred

Tools

Microsoft Office

Google Workspace

Job description

General Summary

The Operations Coordinator provides comprehensive operational, administrative, and logistical support to the Exceptional Learner Academy leadership team, staff, students, and families. This position plays a critical role in ensuring the efficient day-to-day operation of the school by overseeing business functions, coordinating school-wide systems, supporting compliance, and serving as a key liaison between the school and families, district departments, and community partners.

Essential Duties And Responsibilities

The successful candidate will demonstrate experience in school or office operations, including but not limited to budget management, purchasing, accounts payable, payroll support, student records management, invoice reconciliation, and administrative coordination. The coordinator must possess exceptional organizational, communication, problem-solving, and time management skills while maintaining the highest level of professionalism and confidentiality.

General Summary

The Operations Coordinator provides comprehensive operational, administrative, and logistical support to the Exceptional Learner Academy leadership team, staff, students, and families. This position plays a critical role in ensuring the efficient day-to-day operation of the school by overseeing business functions, coordinating school-wide systems, supporting compliance, and serving as a key liaison between the school and families, district departments, and community partners.

Essential Duties And Responsibilities

The successful candidate will demonstrate experience in school or office operations, including but not limited to budget management, purchasing, accounts payable, payroll support, student records management, invoice reconciliation, and administrative coordination. The coordinator must possess exceptional organizational, communication, problem-solving, and time management skills while maintaining the highest level of professionalism and confidentiality.

Responsibilities Include, But Are Not Limited To

School Operations

• Support the development and maintenance of the school master schedule and individual student schedules.
• Coordinate daily staff coverage and substitute assignments.
• Support the overall daily operations of the school to ensure an organized and efficient learning environment.
• Coordinate operational logistics for school events, assemblies, field trips, conferences, meetings, and other school activities.

Financial and Administrative Management

• Assist with management of the school's budget.
• Process and monitor purchase orders, invoices, accounts payable, and payroll-related documentation.
• Reconcile invoices and maintain accurate financial records.
• Maintain student records and other confidential school documents in accordance with district, state, and federal requirements.
• Prepare reports, correspondence, presentations, and other administrative documents.

Communication and Stakeholder Engagement

• Serve as point of contact for parents/guardians, district leaders, outside agencies, community partners, and visitors.
• Develop and distribute school communications, including the weekly newsletter and other informational materials.
• Maintain and update the school's website and other communication platforms.
• Ensure families are informed, engaged, and connected to school initiatives and events.

Facilities and Operational Coordination

• Support coordination and management of the school's physical plant.
• Support in coordination of building operations related to transportation, food services, health, safety, and security.
• Assist with technology coordination within the building and collaborate with district technology staff to address equipment and system needs.

Other Responsibilities

• Maintain confidentiality of sensitive student, personnel, and financial information.
• Perform other duties as assigned by the Leadership Team.

Minimum Qualifications

• Associate degree required; Bachelor's degree preferred.
• Minimum of four (4) years of progressively responsible administrative experience, preferably in a school setting.
• Equivalent combinations of education and experience may be considered.

Preferred Qualifications

• Experience supporting Special Education or Exceptional Learning programs.

Knowledge, Skills, And Abilities

• Demonstrated ability to manage multiple priorities while meeting deadlines.
• Strong organizational, communication, interpersonal, and conflict resolution skills.
• Ability to exercise sound judgment and maintain confidentiality.
• Proficiency with Microsoft Office, Google Workspace, and other software applications relevant to school operations, or the ability to quickly learn new systems.
• Ability to operate standard office equipment, including computers, printers, scanners, copiers, and multi-line telephone systems.

About Our District

Springfield Public Schools is a cultural gem in Western Massachusetts that is committed to providing a learning environment that opens the doors of infinite possibilities to our amazing students and staff. We strive to equip each of our approximately 24,000 students with learning experiences that enhance their knowledge and critical thinking skills. We are the 3rd largest district in Massachusetts. Our district has over 44 languages spoken and over 60 countries represented by both students and staff. We foster a positive and professional environment in our schools and worksites where people feel valued, respected, supported, seen and heard. Our students and staff share their ideas and perspectives, learning from and appreciating each other. We are a district that is committed to equity and excellence.

In addition to offering competitive salaries and benefits, we provide numerous cutting-edge professional development opportunities for all staff. We let our data shape the professional development of the district, therefore, it is relevant and actionable. We support our teaching staff with mentors such as instructional leadership specialists and effective educator coaches to work with them throughout the year in lesson planning, data analysis and management. Our district offers career advancement opportunities and is invested in “Grow our Own” and educational pipeline programs. These programs help our staff achieve a college degree or lead to certification pathways.

The Springfield Public Schools is committed to maintaining a work environment free from discrimination on the basis of race, color, religion, national origin, sex, gender identity, sexual orientation, genetic information, pregnancy or pregnancy related conditions, ancestry, age, disability, or military service, as defined and required by state and federal laws. Additionally, we prohibit retaliation against individuals who oppose discrimination and harassment or who participate in an equal opportunity investigation.

The Springfield Public Schools is committed to maintaining a learning environment free from discrimination on the basis of race, color, sex, gender identity, religion, national origin, sexual orientation, disability or homelessness.

NONDISCRIMINATION EMPLOYMENT STATEMENT

The Springfield Public Schools does not discriminate in employment on the basis of race, color, religion, national origin, sex, gender identity, sexual orientation, genetic information, pregnancy or pregnancy related conditions, ancestry, age, disability, veteran status, or marital status.

NOTICE OF SEX NONDISCRIMINATION

Springfield Public Schools does not discriminate on the basis of sex and prohibits sex discrimination, including sexual harassment, in any education program or activity that it operates, as required by Title IX and its regulations, including in admission and employment.

Inquiries about Title IX may be referred to the Springfield Public Schools’ Title IX Coordinator, [e-mail], the U.S. Department of Education’s Office for Civil Rights at https://ocrcas.ed.gov/contact-ocr, or both.

The Springfield Public Schools Title IX Coordinator is Jeremy Saint Laurent, Chief Legal Counsel in Legal Services, 1550 Main Street, Springfield, MA 01103, 413-787-7100 ext. 55325, [e-mail].

Springfield Public School’s sex nondiscrimination policy and grievance procedures can be located on the Springfield Public Schools website, www.springfieldpublicschools.com/non-discrimination

To report information about conduct that may constitute sex discrimination or make a complaint of sex discrimination under Title IX, please refer to [e-mail]