Job Title: Office Associate

Reports to: School Operations Manager

Employment Type: Full-Time and Part-Time

Fair Labor Standards Act Status: Non-exempt

Work Class: Classified

Organization Overview

The mission of Citizens of the World Los Angeles (CWC LA) is to provide a socio-economically, culturally, and racially diverse community of students in Los Angeles with an intellectually challenging, experiential learning environment that develops each student's confidence, potential, and individual responsibility as citizens of the world. CWC schools:

●      Service a socioeconomically, culturally, and racially diverse community;

●      Develop students’ social and emotional skills to prepare them to become citizens of the world in an ever-changing future; and

●      Promote academic rigor through a constructivist, project-based learning approach, to support and develop children’s natural intellectual curiosity

CWC LA has a Regional Support Office that supports all CWC LA schools. We work with our network partners at Citizens of the World Charter Schools (CWC Schools), linking the schools in Los Angeles to CWC schools in other parts of the country.

Our core values are embraced by the entire community:

●      Excellence: we demand lasting quality

●      Diversity: we are better and stronger because of our differences

●      Authenticity: we are our true selves in this work, and we are candid

●      Community: we care deeply about people. We share and build partnerships. We celebrate, laugh, and seek joy, even in the tough times

●      Change: we welcome the unknown, embracing the unexpected and new. We adapt to meet the ever-changing times. We find new ways.

Position Overview

The Office Associate will support our schools with their operating systems and processes to enable excellent teaching and learning.  They will report to the School Operations Manager and will be based out of a school site in Los Angeles.  The Office Associate will support the school by leading reception duties and interaction with families/visitors and they will serve as a key support for other Operations team members.

Roles and Responsibilities

●      Welcome visitors and ensure they are aware of and follow school visitor policies

●      Manage and maintain positive relationships with families

●      Build relationships with school administration, CWC LA school operation teams, and other key stakeholders with a focus on collaboration

●      Provide comprehensive reception duties for the school site, including managing the office phone line, managing staff and visitor requests, accepting and distributing mail, and maintaining visitor and volunteer logs

●      Be the initial point of contact for families and students seeking office support

●      Assist students who arrive late and students who require early release

●      Attend to sick and injured students, administer medication and ensure all medical incidents are properly documented

●      Assist with maintaining student data, including tardy logs, early release logs, physical student records, immunizations, and emergency cards, etc.

●      Support with procurement processes, processing invoices, and accepting packages

●      Support with overall operational process: technology inventory, facility maintenance, and meal service (point-of-sale, food orders, maintaining meal service documentation)

●      Supports daily attendance procedures and assists with monthly attendance reporting

●      Assist in the creation of office copies and informational materials as needed

●      Ensure copy machines, printers and scanners are functional and place order for toner, staples and other supplies for zero downtime; contact copier technician for copy breakdown issues

●      Support student recruitment and enrollment efforts before and after the lottery (including communication and follow up with families, enrollment packet and documentation collection, etc.)

●      Assist with drop-off and/or pick-up duties and procedures

●       Assist in the preparation of the school’s end-of-year annual audits, and oversight by collecting and reviewing documentation

●       Assist in the preparation of the school’s site visits from local county offices of education

●       Additional duties, as assigned

General Requirements

●      Maintain outstanding attention to detail and willingness to get the job done

●      Exercise discretion in the dissemination of information - student, family and staff.

●      Communicate and interact effectively with multiple stakeholders (written and verbal)

●      Strong commitment to customer service

●      Excellent organizational, planning, and implementation skills

●      Ability to work independently and with a team

●      Adaptable and flexible

●      Innovate and think creatively

●      Travel, as needed, for professional development opportunities

●      Experience working in a fast-paced environment (preferred)

●      Experience working with data (preferred)

●      Fluency in writing and speaking Spanish and/or Korean (strongly preferred)

Education/Training/Experience

●      High school diploma (Associate’s or Bachelor’s degree preferred)

●      Minimum of 1-2 years of administrative work experience.

●      Prior experience within a school setting and/or working with students is preferred.

●      Understanding of computer software programs including Microsoft Office (Word, Excel, PowerPoint), Google Suite and willing to learn new software programs