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Operations Coordinator

Urban Prairie Waldorf School

Chicago, IL, USA

Full time


Oct 22

This job is no longer accepting applications.

Urban Prairie Waldorf School on Chicago’s Near West side is searching for its next great administrative operations coordinator! This position is perfect for someone looking to work in a welcoming and active pre-k through 8 school environment. The right candidate will be engaged in managing daily school operations, working collaboratively with other administrators, and supporting our programming. Duties for the position include: office and facilities management, scheduling and information management, coordination of after-school and summer programs, and support for development and communication practices.

Essential Functions:

Office and Facilities Management

Oversee and perform the front desk office duties for the school on a daily basis. Including: greeting parents, students, and visitors, answering phones, assisting children sent to the office, contacting parents as needed

Order and inventory office and general school supplies
Maintain front office waiting area and lobby for cleanliness and overall warm environment

Maintain facility work list for all spaces

Coordinate building repairs and maintenance

Manage cleaning staff and supplies

Oversee and manage the process for visitors to enter and exit the building to ensure the safety of all students and faculty in the building.

Manage school summer camp operations

Information Systems

Oversee management of the school phone system and software including training, user set up, and proper functioning.

Maintain working knowledge of student information system software for teacher / student / parent portal use.

Manage and maintain after care, after school programs, and summer camps schedules, registration, and billing

Duties as assigned by Head of School

Development and Fundraising

Support the Head of School with Development and Fundraising to including: Provide administrative support of the Annual Fund and Major Gifts, Database entry of all donations, Donor reports and donor tracking, Assist in Special Event coordination, Print and send all tax letters and coordinate all thank you notes.


Based on staffing, all employees in the building may be asked to assist in a student setting if needed. This does not indicate teaching but rather supervision of children to maintain a safe ratio and environment during the school day or after school hours.


Bachelor’s Degree preferred but not required

Five years or more of administrative experience preferred

Experience with database management and software systems

Commitment to understanding diversity in our school community and our surrounding neighborhood community, and bringing this as part of our students’ education

Ability to work in a collaborative manner in an environment of mutual support

Flexibility and a growth mindset

Commitment to personal and professional growth

Strong technical, verbal, and written communication skills

Computer Skills:
Working knowledge of Google Suite applications, including Gmail, Drive, Docs, Sheets, Forms, and Calendar.

Quickly and independently learn organizational databases and software systems.

Please send a current resume, cover letter, and contact details for three professional/personal references to jobs@urbanprairie.org

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