2627 | Operations Coordinator (Enrollment + Family Engagement))

The Operations Coordinator 2 – Enrollment + Family Engagement,  ensures seamless execution of enrollment systems and an exceptional family onboarding experience, aligned to district strategy and enrollment targets.  

This role executes enrollment systems and processes aligned to district strategy. Ownership of enrollment strategy, targets, and system design resides with the Director of District Operations (DDO). Maintains a dotted-line relationship with the Director of District Operations (DDO) for alignment on enrollment systems and priorities.

Front office operations and enrollment execution are the primary responsibilities of this role. Marketing and communications execution supports these priorities and should not interfere with core operational duties.

The Office Manager reports to the Principal and Director of Campus Operations (DCO), who is responsible for coaching, managing, and ensuring effective execution of all front office systems.

This is a 12-month role reporting to the Principal and Director of Campus Operations.

Reporting Structure

• Reports to: Principal + Director of Campus Operations 

• Works in partnership with: SIS Coordinator + DDO

We Seek

We are seeking someone who will make the commitment to lead with determination, integrity, and purpose, embodying these essential qualities:

• Past experiences and actions reflect a commitment to the TLCS mission, vision, and CREATE core values.

• A passion and ability to serve parents, scholars, teachers, and leaders with professionalism and empathy.

• Strong organizational skills and a detail-oriented approach to managing data and records.

• Reflective, self-aware, and adaptable to the communication and work styles of others.

• Critical thinker and problem solver who takes initiative.

• Belief in the power of collaboration and teamwork to support the TLCS community.

• Ability to work effectively and efficiently in a high-paced environment

Operations Team Structure 

The Operations team comprises the Tulsa Legacy Charter School Operations Coordinator(s), Health Services Coordinator, SIS Coordinator, Director of Campus Operations, and the Director of District Operations.

Operations team members work closely with the site-level Leadership Teams.

Qualifications 

Required

• High school diploma required; bachelor’s degree preferred or equivalent professional experience

• 2+ years of experience in school operations, enrollment, recruitment, customer service, or a high-volume, relationship-driven environment

• Demonstrated ability to manage multiple priorities, track follow-up, and maintain organized systems

• Strong interpersonal and communication skills, with the ability to build relationships with prospective and current families

• Ability to execute enrollment processes from inquiry through onboarding with accuracy and consistency

• Proficiency with Google Workspace (Docs, Sheets, Forms) or Microsoft Office

• Ability to manage communication workflows, including email, phone, and basic social media platforms

• Ability to work in a fast-paced environment while maintaining a high level of responsiveness and professionalism

• Strong sense of ownership over outcomes, including responsiveness to families and completion of enrollment tasks

• Ability to collaborate across teams while maintaining clarity of role and responsibility

Preferred

• Bachelor’s degree

• Experience working in a K–12 school setting or enrollment-focused role

• Experience supporting recruitment, outreach, or event coordination (e.g., tours, open houses, community events)

• Experience managing or supporting social media or communications execution in a professional setting

• Familiarity with enrollment tracking systems, CRM tools, or student information systems

• Experience working in environments with clear performance goals (e.g., enrollment targets, customer conversion metrics)

Key Responsibilities 

#1: Front Office Management 

• Manage all front office workflows:

  • Phones, visitors, check-in/out, late arrivals, early dismissals

• Ensure consistent execution of:

  • Visitor protocols

  • Campus safety procedures

• Serve as the first point of contact for families and visitors

• Maintain a welcoming, professional, and highly responsive front office environment 

Student Movement & Daily Operations Logistics

• Manage:

  • Early dismissals

  • Late arrivals

  • Transportation changes (front office side)

• Ensure all transitions are documented and communicated in real time

Health & Student Services Front Office Coordination

• Support daily coordination with Health Services:

  • Student pick-up due to illness

  • Documentation routing

• Execute established processes with fidelity; escalate gaps or inconsistencies to the DCO

Front Office Systems Consistency

• Execute established systems with fidelity

• Identify breakdowns and elevate to DCO

• Support continuous improvement through feedback (not redesign)

Decision-Making & Role Boundaries

• Office Managers are responsible for executing established systems with consistency and urgency

• Office Managers may make real-time operational decisions within established protocols to ensure smooth daily operations

• Office Managers do not design or change systems; all system design and changes are owned by the Director of Campus Operations

• Operational issues that cannot be resolved within existing systems must be escalated to the Director of Campus Operations

Coverage & Operational Continuity 

• Maintain continuous front office operational coverage during all school hours as a shared responsibility of the front office team

• Coordinate proactively with team members to ensure coverage for absences, transitions, and high-demand periods

• Adjust schedules and responsibilities as needed to ensure uninterrupted operations

• Coverage must be maintained within the front office team; reliance on staff outside of this team is not standard practice

•  Escalate coverage risks early to the Director of Campus Operations (DCO)

Escalation & Communication

• Identify operational issues or breakdowns in real time and escalate to the DCO

• Maintain clear and timely communication with staff and families to ensure smooth daily operations

Prioritize front office operations and primary role responsibilities over all secondary tasks to ensure consistent daily execution

#2: Enrollment  Execution

• Execute enrollment processes from interest registration first day

• Manage application tracking and follow-up

• Ensure all enrollment documentation is complete and compliant

• Coordinate onboarding logistics for new families

• Participate as a member of the recruitment and enrollment committee, ensuring presence and all action steps completed. 

#3: Family Engagement + Experience 

• Serve as primary contact for prospective and new families

• Conduct school tours and info sessions

• Support family communication throughout enrollment lifecycle

• Collaborate DCO, Deans of Culture and Principal to ensure execution of family facing communication and experiences align. 

• Execute enrollment-related communications and outreach materials aligned to school and district guidance.

• This role does not own marketing strategy, branding decisions, or campaign design

• Implement communication strategies and campaigns developed at the school or district level

• Serve as the campus-based executor of enrollment marketing efforts to support enrollment goals, in coordination with the DCO and DDO

#4: Recruitment and Event Execution 

• Solicit opportunities for recruitment 

• Execute recruitment events and signature events planned for your research and the campus and R&E Teams.

  • Open houses

  • Community events

• Track participation and follow-up

#5: Enrollment Data Tracking

• Maintain accurate enrollment trackers in alignment with R&E expectations

• Provide updates to:

  • DCO (site-level execution)

  • DDO (strategy owner)

#6: Internal Coordination 

• Coordinate with:

  • SIS Coordinator data entry alignment

  • School leaders class placement

• Ensure smooth transition for new scholars

Other duties as assigned.

Professionalism 

• Collaborate with colleagues to continuously improve practices and achieve school/district goals.

• Engage in professional development aligned with role responsibilities and growth.

Uphold the values of confidentiality, accountability, and high expectations.