[2021 - 2022] Office Associate - Bilingual Spanish

  • Durham, NC, USA
  • Full-time
  • Department: School-based Support
  • Start Date: Immediate opening

Company Description

Organizational Overview

KIPP NC is a network of eight high-performing, college-preparatory public charter schools providing an academically rigorous and joyous school experience to more than 3,500 students in grades K-12 in Charlotte, Durham, Gaston, and Halifax. KIPP NC supports several thousand alumni on their journey to and through high school, college, and career.   

KIPP NC is building on a rich tradition of academic excellence and relentless fight for social justice present from the founding of both KIPP ENC and KIPP Charlotte. KIPP ENC is the second oldest KIPP region in the nation. In its 20 years of operation, KIPP ENC has been a cornerstone for students and families in rural Gaston and Halifax, operating two primary schools, two middle schools, and one high school. Over the past five years, it grew to serve even more students by opening up a middle school in Durham, an urban center in the center part of the state. KIPP Charlotte, which grew out of the strong traditions and academics of KIPP ENC, has supported students and families for the past 13 years, operating one primary school and one middle school in the largest city in North Carolina.

KIPP North Carolina is building upon the successes and experiences of KIPP ENC and KIPP Charlotte to provide inclusive school environments and an educational program that will enable our students to lead full lives and equip graduates to be future leaders and agents of change in North Carolina and beyond. KIPP NC is engaging in direct, anti-racist work, and contributes meaningfully to the dismantling of structures of inequality within our organization, schools, and classrooms. We’re committed to expanding our efforts to embed anti-racism in all of our activities and engagements within our classrooms and schools, across our organization, and throughout the State of North Carolina. All of this will be in a tireless effort to create classrooms that are homeplaces for our students, places where they feel safe, loved, validated, seen, and heard, places where all their beautiful identities will be affirmed and celebrated, and places where they will learn the academic knowledge and skills needed for college, career, and beyond.

Job Description

Reporting to the Director of School Operations and accountable to the School Leader, the Receptionist is a school-based operations role that ensures an orderly, responsive, service-oriented, and welcoming school environment. The receptionist serves as the primary contact person for many of the school’s stakeholders and must be able to communicate effectively with students, teachers, families, staff, trustees, donors, and visitors. The receptionist supports many school systems including arrival and dismissal, attendance, transportation, event execution, and student recruitment and enrollment.  The receptionist ensures that the school’s office communications and systems meet high standards of operational and customer service excellence, and enables instructional team members to focus on driving strong student achievement outcomes.

KEY SKILLS AND ATTRIBUTES

  • Demonstrate a relentless drive to improve the minds, character, and lives of students both in and out of school
  • Bi-lingual skills (English and Spanish) highly preferred
  • Implement and enhance the school’s systems and culture
  • Maintain the school’s administrative systems and routines
  • Build strong relationships with stakeholders, especially families
  • Communicate effectively with students, families, and colleagues
  • Commit to positive customer service in challenging situations 
  • Commit to continual professional growth, participating actively in department and staff meetings
  • Raise areas of possible improvement or of concern swiftly to the DSO and the Leadership Team
  • Participate in an annual summer staff orientation and training
  • Be present and engaged at least Monday through Friday from 7:00 AM – 5:00 PM
  • Work periodic evenings and weekends as needed
  • Work on a year-round administrative schedule with school holidays, plus PTO
  • Desire to continuously learn and increase effectiveness as a professional
  • Unwavering commitment to KIPP ENC’s mission and willingness to go above and beyond

KEY RESPONSIBILITIES

Communication

  • Greet and document all visitors (signing in visitors, ensuring that students only leave with authorized parents/guardians, monitoring and controlling access to the school, etc.)
  • Serve as the main point of contact in the school reception area;
  • Manage phones (answering calls, re-directing calls, taking messages, placing calls, creating school announcements, etc.)
  • Manage mail (distributing received mail, preparing school mailings, making mail drops, etc.)
  • De-escalate communications as necessary

Recruitment, Enrollment, and Records Maintenance

  • Assist with student recruitment
  • Support the enrollment and registration process for new-to-KIPP families
  • Support the collection and maintenance of student, personnel, and school information (receiving forms and paperwork, tracking missing forms, managing databases, updating contact information, keeping records current, etc.)

Systems Execution

  • Ensure Arrival and Dismissal systems are executed with accuracy
  • Work with the school Operations and Leadership Teams to ensure that all compliance requests and reports are completed on time
  • Maintain office equipment and furnishings
  • Help execute school-wide daily systems (executing student attendance, tracking the student discipline system, etc.)
  • Execute school maintenance and supply systems
  • Maintain accurate student data and information in compliance with federal, state, and school expectations
  • Support with logistics of report cards/progress reports/transcripts

Student Safety

  • Serve as the eyes and ears at the front of the building to ensure student safety at all times
  • Participate in the Safety Team at the school and always wear a Safety Hat throughout duties
  • Execute dismissal procedures with strict fidelity for student safety, for example, reviewing authorization to pick up before releasing students

Events and Activities Support

  • Support grade-level and school-wide activities, including field lessons
  • Support execution of staff events and preparing materials for staff workshops/trainings
  • Help execute logistics and preparations for school events and activities as needed (making photocopies, setting up for special events, making phone calls to confirm attendance, etc.)
  • Help prepare set-up for staff meetings, staff retreats and annual evaluations

Qualifications

  • Associate's Degree
  • 3 to 7 years of work experience, preferably in an office or education environment
  • Bi-lingual skills (English and Spanish) highly preferable 
  • Welcoming and positive presence
  • Communicates well with others and demonstrates strong interpersonal skills with students, parents, colleagues and community members
  • Excellent communication skills, both verbal and written
  • Sense of humility, customer service mindset, and shows urgency and the ability to proactively solve problems and make decisions quickly
  • Flexibility and a sense of humor
  • Team player with strong interpersonal and stakeholder management and relationship building skill
  • Ability to stay calm under pressure, especially in difficult conversations with parents and staff
  • Displays maturity and ability to work independently
  • Has the ability to manage multiple tasks and meet tight deadlines
  • Excellent organizational, verbal, and written communication skills
  • Excellent computer skills, including Microsoft Word, Power Point, Excel, and Google Suite

Additional Information

All your information will be kept confidential according to EEO guidelines.

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