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Operations Assistant
Operations AssistantAlabama State Department of Education • Bessemer, AL, US
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Operations Assistant

Operations Assistant

Alabama State Department of Education • Bessemer, AL, US
[job_card.30_days_ago]
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  • [job_card.full_time]
[job_card.job_description]

Operations Assistant

The Operations Assistant plays a vital role in ensuring the day-to-day functions of Alabama Aerospace & Aviation High School run smoothly, professionally, and in alignment with our core values of Scholarship, Optimism, Accountability, and Respect (SOAR). As the first point of contact for families, guests, and community partners, the Operations Assistant embodies the welcoming spirit and high expectations of our school. In addition to managing front office operations, this individual supports student recruitment, enrollment, and a variety of schoolwide logistics and special projects. The ideal candidate is detail-oriented, responsive, adaptable, and committed to the mission of supporting every champion's success.

Key Responsibilities

Front Office Management

  • Serve as the school's primary receptionist, ensuring all guests, families, and staff are greeted warmly and managed professionally.
  • Monitor front desk operations, including school access protocols, visitor check-in procedures, and front lobby presentation.
  • Answer and direct incoming phone calls; relay messages and respond to inquiries with accuracy and care.
  • Oversee mail distribution, courier services, and the preparation of banking deposits, maintaining confidentiality and precision.
  • Update student attendance and contact information in PowerSchool; support records compliance as needed.
  • Maintain the schoolwide calendar and coordinate updates to communication systems and shared platforms.

Recruitment & Enrollment Support

  • Respond to inquiries from prospective families, providing accurate information on admissions, enrollment processes, and school programs.
  • Coordinate and support campus tours, shadow days, and enrollment events to showcase the AAHS culture and academic offerings.
  • Assist with application processing, document collection, and follow-up communication with families.
  • Track and report enrollment data for leadership, identifying trends and supporting follow-up efforts.
  • Contribute to the onboarding experience for new families through welcome communication and event support.

    • Operational & Event Support

  • Provide logistical support for staff meetings, trainings, and student events (e.g., preparing materials, RSVPs, space setup).
  • Support minor troubleshooting of office technology and coordinate help requests with IT personnel when needed.
  • Ensure the front office, staff lounge, and shared spaces remain clean, organized, and well-stocked.
  • Assist in managing supply inventory and reordering processes.

    • Other Duties as Assigned

  • Support operational projects, administrative initiatives, or event logistics at the direction of the Director of Operations or School Director.
  • Maintain flexibility and responsiveness to the evolving needs of a growing public charter school.
  • Participate in school culture and community-building activities as a collaborative team member.

    • Qualifications

    Required

  • High school diploma or GED.
  • At least 23 years of professional office experience, preferably in a school or nonprofit setting.
  • Proficiency in Google Workspace (Docs, Sheets, Calendar), Microsoft Office, and general database systems.
  • Strong communication skills (verbal and written), with a customer service mindset.
  • High attention to detail, time management, and problem-solving abilities.

    • Preferred

  • Experience in urban education or with family / community-facing roles.
  • Familiarity with K12 enrollment procedures and compliance.
  • Working knowledge of PowerSchool or similar student information systems.
  • Spanish language proficiency or multilingual skills.

    • Physical & Professional Requirements

  • Ability to sit, stand, move across campus, and lift up to 15 lbs as needed.
  • Comfortable managing multiple tasks and prioritizing in a dynamic environment.
  • Demonstrated discretion in handling sensitive or confidential information.
  • Professional, positive, and team-oriented demeanor.
  • Commitment to AAHS's mission, equity statement, and the success of all champions.
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