Operations Administrator Coordinator

Position Type: Pro Tech (Non-Certified)

Date Posted: 12/10/2025

Location: OKCPS Operation Center - Operations

Position Summary

The Operations Administrative Coordinator provides clerical, financial, and project support for School Safety, Asset Management, Construction, and Bond Services. This role ensures efficient workflows, accurate documentation, and timely processing of operational tasks that keep schools safe and student-ready. Responsibilities include managing calendars, procurement and invoice processing, meeting logistics, and records management while maintaining confidentiality.

Essential Duties
Great Teaching & Learning (Instructional Infrastructure)

• Support operational initiatives that protect instructional time, including facility readiness, safety response logistics, and bond/construction schedules.
• Prepare and maintain project documentation, dashboards, and presentations for Cabinet, Board meetings, and site briefings.
• Track work orders, service requests, and classroom‑supporting projects in collaboration with operations teams to ensure student‑ready environments.

Great People (Talent Management)

• Provide customer‑focused support to school leaders, staff, and families by triaging inquiries and routing requests to the appropriate operations unit.
• Coordinate training logistics (e.g., asset system use, procurement procedures, etc.) and facilitate cascaded communications from the COO and Executive Directors to operations staff.
• Participate in and help deliver professional development for Operations Administrative Coordinators and office staff, reinforcing standards for service, confidentiality, and equity.

Great Culture (Systems Leaders)

• Promote transparent, equitable, and responsive customer service to all schools and departments.
• Help coordinate district‑wide engagement activities (e.g., luncheons, committee meetings, bulletin board updates) that strengthen collaboration across operations units.
• Collaborates to ensure operations decisions and communications are data‑driven and student‑centered, reinforcing shared leadership and continuous improvement.

Great Systems (Support & Accountability)

• Manage daily office operations across assigned units, including calendar management, meeting coordination, travel arrangements, and correspondence.
• Provide financial processing support: purchase requisitions, POs, receiving, invoice matching, budget tracking, vendor onboarding, and grant/bond documentation.
• Maintain accurate records in ERP/CMMS systems (e.g., Munis/SAP/Oracle, asset inventories, service logs).
• Support contract routing, document control, and schedule adherence for capital and bond projects; monitor milestones, close‑out packages, and reporting deadlines.
• Generate routine status reports (e.g., invoice aging, budget variance, work order cycle times, incident log closures).
• Performs other duties as assigned in alignment with the district’s mission and values.

Key Focus Areas

• Accurate, timely clerical and financial processing that supports safe, reliable services.
• Cross‑functional coordination among Safety, Asset Management, Construction, and Bond Services.
• Transparent documentation and compliance in support of capital projects and operational delivery.
• Equitable access to operations support for all schools and communities.
• Efficient information flow and stakeholder communication across the Operations Division.

Performance Indicators

• Meetings and deadlines are completed on time with 100% of materials prepared.
• Purchase orders, invoices, and budget entries are processed with 98% accuracy.
• Work orders and document routing times are reduced according to SLAs.
• Records are maintained with 100% compliance with retention and procurement policies.
• Stakeholders provide positive feedback on clarity and responsiveness.
• Services are delivered equitably with regular updates shared.

Minimum Qualifications (Knowledge, Skills and/or Abilities)

• Associate’s degree in Business Administration, Public Administration, Accounting, or a related field.
• Three (3) to five (5) years of progressively responsible administrative/financial support in operations, construction, facilities, or public sector environments.
• Proficiency with Microsoft…