Academic Operations Coordinator

A growing school group in the USA is seeking a motivated and experienced Academic Operations Coordinator.You'll play a key role in ensuring smooth, compliant, and efficient day to day operations.
Owing to the time zone difference, this role's working hours are non-traditional: 5:30 PM to 12:30 AM South Africa Standard Time (SAST), plus 2 hours in the early morning (SAST) for coordination and follow-ups.

What You'll Do

You'll support the effective day to day operations of a public charter school organisation. This role involves assisting with school operations, compliance, student data systems, state and federal programme reporting, and support functions that ensure high quality services for students and families. It is ideal for a mid level professional who is highly organised, detail oriented, and eager to learn how operations function across departments.

You'll collaborate with school leaders, operations, business services, finance, logistics, and external partners to help maintain compliant systems, accurate data, and efficient operational processes across the organisation.

• Support daily school operations functions in a fully remote environment
• Assist with emergency planning and site safety documentation
• Support visitor protocol processes and compliance postings
• Assist with curriculum purchasing and coordination with vendors
• Track and manage inventory, asset distribution, and central ordering
• Participate in virtual operations team meetings
• Maintain accurate operational records and documentation

• Assist with preparation for charter authoriser and Annual Oversight Visits
• Support yearly fiscal and programme audit documentation
• Assist with LACOE/authoriser documentation and submissions
• Schedule and track annual staff compliance trainings
• Set up online training modules (including CharterSafe or equivalent)
• Track staff completion of required items (TB, credentials, HR documents, training modules)
• Support maintenance of required board/compliance postings and mandated reports
• Support administration of the School Breakfast Programme and National School Lunch Programme
• Assist with menu coordination and communication with vended meal providers
• Support CNIPS entries and required reporting
• Assist with NSLP procurement, RFPs, and audit preparation
• Track required documentation for meal programmes and compliance timelines

• Assist with CALPADS submissions and data validation
• Support CBEDS, SARC, LCAP, Prop 39, and Civil Rights Data Collection
• Assist with attendance reporting and LAUSD notification of student exits
• Upload and manage assessment data (e.g., NWEA MAP, i Ready)
• Support coordination with IT for Clever and other integrations
• Compile school wide data for state and federal reporting needs

• Support maintenance and accuracy of SIS data
• Assist staff with SIS tasks and troubleshooting
• Help generate reports and student level data as needed

• Assist with vendor onboarding and relations
• Process invoices and credit card expense documentation
• Track organisational subscriptions and renewals
• Assist with reimbursements and purchasing approvals

• Monitor employee timesheets and attendance submissions
• Assist with tracking leave, attendance patterns, and accountability notices
• Support compliance with state and federal labour requirements
• Compare timesheet data with payroll reports periodically
• Assist with adding, updating, and removing employees in benefit systems
• Support benefit renewals and contribution calculations
• Track employee credential and permit status
• Communicate proactively regarding upcoming expirations
• Support emergency permit, TCC, and CLAD permit processes
• Track vendor certifications and required documentation

• Maintain accurate digital records and charter required documentation
• Update spreadsheets, trackers, and databases
• Assist with survey creation, distribution, and reporting
• Support preparation of reports for leadership, auditors, and authorisers

Strong attention to detail and follow-through

Excellent organisational and time-management skills

Clear written and verbal communication skills

Ability to manage confidential student and employee information

Ability to work independently in a remote setting

Comfort balancing multiple deadlines aligned to compliance calendars

Professional, reliable, and proactive attitude

Technical Skills

Proficiency in Google Workspace or Microsoft Office

Willingness to learn school operations platforms

Education & Experience

Matric, with a tertiary education required preferred

Experience in a charter school, district, or education-related organisation is preferred

1-3 years of experience in school operations, compliance, HR, or administrative support is helpful

Personal Attributes

Student-centered mindset

Positive, solutions-oriented approach

Eager to learn the charter school operational environment

Discreet and able to handle sensitive student and employee information

Fully remote role with collaborative virtual team meetings

Opportunity to make a meaningful impact on students and families

Professional development across operations, compliance, and data systems