Operations Associate

The Details

Collegiate Hall

Tulsa, OK
Posted on:
August 30, 2021
Job Type:
Full Time

Job Description

Collegiate Hall's mission is to educate students in Pre-Kindergarten through 8th grade for acceptance to, persistence in, and graduation from college. Equipped with a strong academic foundation and clear moral compass, Collegiate Hall graduates rise above life's challenges to lead on campus, in their communities, and throughout their careers.

The Operations Associate is the first and primary point of contact with the school for parents, visitors, community members, and other external partners. The associate warmly, courteously, and effectively interacts with these parties, ensuring that their experience of the school is consistently positive. The operations associate provides a centralized administrative resource to the school and fulfills a range of administrative duties.

The Operations Associate must be present and engaged from 7:45 am to 4:45 pm, Monday through Friday, except holidays, and work occasional evenings on weeknights and weekends, including parent events. This is a twelve-month position, with time-off for school holidays and vacation. The Operations Associate reports to the Operations Director. Additionally, the Operations Associate will:

● Greet all visitors and manage access to the school

● Serve as a gatekeeper to address questions and minimize interruptions of the school administration and instructional teams

● Set the tone for the school's warm and professional culture

● Answer phone calls, take messages, and send auto-calls

● Ensure the school's main office environment is at all times clean and organized

● Collect and maintain forms and other records, securing missing forms, and ensuring the confidentiality of scholar records

● Track and update changes to scholar transportation plans, often on a daily basis

● Use the school's student information system to reconcile scholar attendance daily

● Update scholar contact and enrollment information within a variety of internal systems

● Process late scholar arrivals and follow up with families of absent scholars

● Ensure scholars leave only with authorized parents or guardians

● Collect and distribute school-specific documents and communications

● Assist with student illness including daily Covid-19 screening procedures and mild injuries

● Plan, prepare for, and attend school events and activities (sometimes on weeknights)

● Monitor and track supplies inventory

● Assist the Operations Director with special/time-sensitive projects throughout the year, including but not limited to: summer inventory, school year startup, scholar enrollment, assemblies, and end of year closeout

● Coordinate uniform purchases and track inventory

● Work with the Operations Team to supply classrooms and work spaces with materials, printing, and technology support.

● Perform additional duties designated by the Operations Director for the school's successful functioning


● Two or more years of experience in an high volume, dynamic office environment, preferably an education-related organization

● Ability to juggle multiple tasks of varying complexity and to stay organized in a fast-paced environment

● Experience with data management systems preferred

● A “can do” attitude and the enthusiasm to be a hard-working team player who is relentless in the pursuit of Collegiate Hall’s objectives

● An openness to accept and implement feedback and engage in a process of self-improvement

● A engaging personality and a professional demeanor that conveys warmth, caring, responsiveness, and a desire to help at all times

● An interest in people and the capacity to build relationships with families

● Strong organizational skills and thorough attention to detail

● Effective communication skills in speaking and writing

● Ability to work independently and as part of a team

● Robust computer skills, including proficiency with Microsoft Office and Google Suite

● Bilingual candidates preferred


$30,000-$35,000 and comprehensive benefits package

Collegiate Hall is committed to building a diverse and inclusive community, both through our hiring practices and our focus on creating a culture and environment in which diverse perspectives, ideas, and identities are valued and integrated into our way of working and educating students. Collegiate Hall staff represent a wide diversity of racial, socio-economic, gender, religious, and national identities. We welcome all applicants who share our mission and vision to join us in our deeply consequential work.