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Regional Administrative Coordinator

Employer
KIPP Team & Family
Location
Newark, NJ, us
Salary
Competitive

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Company Description

About KIPP New Jersey

KIPP New Jersey is part of the nationally recognized "Knowledge Is Power Program" network of free, open-enrollment, college-preparatory public schools dedicated to preparing students for success in college and in life. In 2002, KIPP New Jersey first opened its doors in Newark's South Ward as a single class of 80 fifth graders and has since grown to educate 7,035 students in grades K-12 across 15 schools in Newark and Camden. More than 90% of KIPP New Jersey students currently qualify for free or reduced meals.

By 2025, KIPP New Jersey will have fifteen schools in Newark and five in Camden providing a world-class education to over 10,300 students. To learn more, visit www.kippnj.org.

Job Description

This role will support the Executive Director (ED) and Managing Director of Operations (MDO) and their respective teams directly with administrative tasks, will manage regional events, and will draft and distribute regional communications. In addition, this role will directly support and manage small projects from beginning to end, including key data analysis. The Regional Administrative Assistant role is a key piece of the KIPP NJ regional decision making team. This individual is responsible for managing smooth, efficient, and effective systems for decision making for the Executive Director (ED) and Managing Director of Operations (MDO). With access to key stakeholders across a large educational district, this role will be an integral factor in the success of the regional team and should thus see themselves as a strategic thought partner and leader at KIPP NJ.

This role will be co-managed by the Director of Regional Operations (reports to the MDO) and Chief of Staff (reports to the ED) to ensure consistent access to two parallel regional teams. This individual will collaborate heavily with the ED and MDO and their teams directly.

Directly supports and improves the efficiency of the ED and RDO including but not limited to:

  • Collaborates with ED and MDO to set and track annual goals.

  • Directly manages the calendars of the ED and MDO, maximizing their time spent on high-impact work and acting as a gatekeeper to ensure ED and MDO time supports priorities. Collaborates with other stakeholders to align ED and MDO calendars to regional school calendars.

  • Creates and maintains the core system for administrative management for ED and MDO, and independently problem-solves, researches options, and proposes solutions or adaptations when administrative challenges arise.

  • Makes travel arrangements and process reimbursements for ED and MDO.

  • Supports the EDOs and RDOs team meetings on a weekly basis, including creating, refining, and tracking agendas and holding key regional stakeholders (e.g., School Leaders) accountable for tasks and project milestones.

  • Creates and manages ad hoc project plans for projects involving multiple stakeholders, as agreed with the ED and MD

  • Manages regional budget lines, including annual planning, purchasing, and monthly analysis.

  • Supports annual renewals and quarterly stipends (including pension and commuter stipends).

  • Supports and cleans data systems each week to support ED and MDO teams.

  • Manages region wide purchasing in support of ED and MDSO teams and individual campuses.

  • Owns applicable state data compliance reporting on a weekly basis, including communication

  • Manages financial submissions and budget adjustments, as applicable.

  • Manages and executes regional meetings, retreats, and events

  • Manages regional year-end event planning (e.g. securing venue, event planning, project management, communication, show flow, day of logistics, and all vendor management).

  • Manages and executes project plans for region-wide all-staff events and leadership team meetings for both Newark and Camden (e.g., reserving space, creating materials, purchasing catering, etc.).

  • Plans and manages logistics for all-staff events and leadership meetings, including partnerships with other internal teams and external vendors.

  • Manages the day-of operations of all regional events by supporting attendees, facilitators, and vendors; at times manages a small team who helps execute the event logistics communication.

  • Analyzes participant feedback data at all-staff and regional leadership events; identifies and make necessary improvements to improve participant experience, and summarizes feedback and next steps for stakeholder communication.

  • Manages regional communication systems

  • Drafts and manages delivery of internal and external communications; ensures communication reaches either families or staff in a timely manner.

  • Manages ED and MDO parent complaint and communication system.

  • Translates communication (or manages the translation vendor) to ensure monthly regional family communication, family letters and other key projects as needed for the New Jersey regional team.

  • Manages and monitors KIPP New Jersey social media accounts ensuring that content from key stakeholders is regularly posted for the larger KIPP New Jersey community.

  • Be an active and eager team member on NJ regional decision making teams

  • Attends important regional stakeholder meetings (e.g., Town Halls, Board Meetings, Meet&Greets, Retreats, and Professional Development events) as agreed with Executive Director (ED) and Managing Director of Operations (MDO).

  • Serves as thought partner to regional teams on logistical and structural needs; leans into challenging areas especially when they involve structural or logistical tradeoffs and helps craft solutions.

  • Picks up and runs with emergent situations and problems and proactively solves them.

Qualifications

Education and Knowledge:

  • Bachelor's degree from an accredited institution with a focus in Business or Education preferred

  • Proven success in an entrepreneurial and fast-paced environment

Skills and competencies recommended

  • Mission-aligned; finds pride in and sees critical importance of supporting a leading K-12 education institution

  • Anticipates needs of the team; proactive and flexible

  • Leans into challenging situations and simplifies them

  • Most organized person on their team; never drops action items

  • Feels relentless ownership over regional projects and drives them to conclusion; pushes past impediments

  • Can communicate efficiently and strategically across multiple stakeholders

  • Desire to learn and grow new and existing skills

  • Strong event planning instincts; understands and responds to attendee needs

  • (Nice to have) Teaching experience, or experience in the education industry

  • (Nice to have) Intermediate experience with Excel / Sheets

Additional Information

In addition to a competitive salary, KIPP NJ offers a full comprehensive benefits plan, including health care, retirement, an optional subsidized wireless plan through Verizon, a school laptop and transportation benefits for TEAMmates commuting into New Jersey from the New York City area.

KIPP New Jersey | KIPP Miami is an equal opportunity employer

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