Office Associate

Job Description

The Office Associate serves as the face of KIPP Tulsa Public Charter Schools and is an essential member of the school’s operations team. As the first point of contact for students, families, staff, and community partners, the Office Associate is responsible for creating and maintaining a welcoming, responsive, and highly efficient front office experience that reflects KIPP Tulsa’s commitment to exceptional customer service and joyful school culture.

The Office Associate works closely with the Office Manager and reports to the School Principal and Operations Lead to ensure that every interaction with the school community is characterized by professionalism, warmth, urgency, and care. This role plays a critical part in building strong relationships with families and fostering trust through clear communication, proactive problem-solving, and a service-oriented mindset.

The ideal candidate is highly personable, systems-oriented, and exceptionally organized, with a strong commitment to teamwork and operational excellence. They deeply believe in the KIPP Tulsa educational model and are dedicated to helping build a network of high-performing schools that prepare students with the academic knowledge, strength of character, and life skills necessary to pursue the paths they choose—college, career, and beyond—and to lead fulfilling lives while contributing to a more just world in partnership with families and communities.

RESPONSIBILITIES OF THE OFFICE ASSOCIATE WILL INCLUDE:

Front Office Leadership and Customer Service

• Serve as the face of the school and create a welcoming, professional, and customer-focused experience for all students, families, staff, and visitors.

• Greet and assist visitors while maintaining campus safety and minimizing unnecessary interruptions to instructional and leadership teams.

• Answer and direct incoming phone calls promptly, professionally, and courteously.

• Respond to parent and family inquiries with urgency and care, ensuring all calls and messages are returned within 24 hours whenever possible.

• Build strong relationships with families by providing exceptional customer service and demonstrating hospitality, empathy, and professionalism in every interaction.

• Support families in navigating enrollment, registration, attendance, records requests, and other school processes.

• Receive and distribute mail, packages, and deliveries.

• Maintain a clean, organized, and welcoming front office environment that reflects the values and culture of KIPP Tulsa.

• Ensure commonly used forms, resources, and informational materials are readily available for families and staff.

Student Information, Enrollment, Data, and Records Management

• Maintain accurate student information and records in PowerSchool and cumulative files.

• Support student enrollment, registration, withdrawals, and transfers in compliance with district and state requirements.

• Prepare, maintain, and audit student cumulative files to ensure compliance and accuracy.

• Request and process student records from previous schools and prepare records for transfer to receiving schools.

• Process proof of enrollment requests, transcripts, report cards, and other student documentation.

• Assist families with enrollment documentation and registration requirements.

• Support teachers and staff with PowerSchool access issues and basic troubleshooting.

• Ensure confidentiality and security of all student records in accordance with FERPA requirements.

Family and School Communications

• Serve as the primary bilingual point of contact for Spanish-speaking families.

• Prepare and distribute school communications, announcements, newsletters, and family notifications.

• Prepare weekly hallway announcements and presentations.

• Support communication efforts related to attendance, school events, enrollment, and family engagement activities.

• Translate written and verbal communications between English and Spanish as needed to support students and families.

• Provide verbal interpretation during parent meetings, conferences, enrollment appointments, disciplinary meetings, and other school events as needed.

• Assist Spanish-speaking families with enrollment, registration, attendance, transportation, student records, meal applications, and other school processes.

• Help ensure all school communications are accessible to families in both English and Spanish.

• Support family engagement activities by building positive relationships with students and families from diverse backgrounds.

Bilingual Family Support

• Serve as a cultural and language liaison between the school and Spanish-speaking families.

• Assist staff with communication when language interpretation is needed.

• Help families understand district policies, procedures, and available resources.

• Support translation of forms, emergency notifications, school events, and compliance documents.

• Promote positive relationships between the school and multilingual families.

Supplies, Inventory, and Equipment Management

• Manage staff supply requests and maintain appropriate inventory levels.

• Monitor and maintain office equipment, including copiers, printers, laminators, and related supplies.

• Conduct weekly inventory checks and proactively reorder materials and supplies as needed.

• Coordinate with vendors and service providers to address equipment issues and maintenance requests.

Operations and School Support

• Support the School Operations Support Lead and the school leadership team with daily operational needs.

• Assist in preparing the campus for the annual school launch and back-to-school activities.

• Support school events, family nights, celebrations, testing administration, and other campus activities.

• Assist with student recruitment efforts, enrollment campaigns, community outreach, and lottery events.

• Support document management, filing systems, compliance documentation, and records retention procedures.

• Collaborate with operations and instructional teams to ensure smooth daily school operations.

• Perform additional duties as assigned in support of students, families, and school success.

Qualifications

Skills, Characteristics, and Competencies

• Demonstrates a strong commitment to exceptional customer service and creating positive experiences for families, students, staff, and community members.

• Maintains a cheerful, welcoming, and solutions-oriented demeanor, even in high-pressure situations.

• Possesses excellent interpersonal, written, and verbal communication skills.

• Demonstrates professionalism, discretion, and sound judgment when handling confidential information.

• Highly organized with strong attention to detail and the ability to manage multiple priorities simultaneously.

• Proactively identifies problems and develops solutions without waiting for direction.

• Thrives in a fast-paced, high-expectations, and sometimes unpredictable school environment.

• Demonstrates flexibility, resilience, and a willingness to do whatever is necessary to support school success.

• Builds strong relationships with students, families, and colleagues from diverse backgrounds.

• Possesses strong technology skills, including proficiency with Microsoft Office Suite, Google Workspace, and student information systems such as PowerSchool.

• Demonstrates maturity, humility, professionalism, a strong work ethic, and a collaborative mindset.

• Believes deeply in the mission of KIPP Tulsa and in the limitless potential of all students.

• Embodies KIPP Tulsa's values of joy, excellence, partnership, and continuous improvement.

• Demonstrates the ability to communicate professionally and effectively in both English and Spanish.

• Understands the importance of cultural responsiveness and providing equitable customer service to multilingual families.

Required Qualifications

• Fluency in both English and Spanish is required, including the ability to communicate effectively with families in both written and verbal formats.

• Associate's degree required; Bachelor's degree preferred, or equivalent professional experience.

• Minimum of two years of experience in office administration, customer service, school operations, or a related field preferred.

• Experience working in schools, nonprofits, or service-oriented organizations is strongly preferred.

• Experience with PowerSchool or other student information systems is preferred.

Additional Information

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

Compensation and Benefits:

This is a Full-Time, 12-month position. 

Employees are eligible to participate in employer benefits, including health, dental, life, accidental death and dismemberment, short-term and long-term disability, and participation in Oklahoma Teacher Retirement plans.

As an equal opportunity employer, KIPP Tulsa does not discriminate on the basis of race, color, religion (creed), gender, age, national origin (ancestry), disability, marital status, sexual orientation, military status, or any other basis made unlawful by applicable federal, state, or local laws or regulations.