School Business & Operations Coordinator Academy Schools Tukwila, WA Job Details Full-time $25 - $30 an hour 6 hours ago Benefits Paid holidays Health insurance Dental insurance 401(k) Paid time off Vision insurance Qualifications Teamwork Spreadsheets Project coordination Administrative experience Bachelor's degree Calendar management Organizational skills Productivity software Full Job Description About Academy Schools Academy Schools is a very small, relationship-centered K-12 school serving neurodiverse learners. Our students are bright, funny, creative, loving, curious, and wonderfully individual. They can also have challenging days. Some students may experience anxiety, dysregulation, difficulty with transitions, or behaviors that require patience, flexibility, and a calm adult presence. We believe every student deserves to feel safe, valued, and welcomed at school. Because we are a small school, every staff member contributes to that environment—including the person running our business office. We are looking for a School Business & Operations Coordinator who wants to be part of a mission-driven school community and who takes pride in making the many behind-the-scenes pieces of a school work well. First, an Important Note About This Role This is not a supervisory position. There are no employees reporting to this role. It is also not a traditional corporate business-office job. This is a broad, hands-on position for someone who enjoys taking ownership of the many details required to keep a small school functioning smoothly. On any given day, you might: Review invoices or reconcile receipts. Prepare a bank deposit. Follow up with a family about a payment. Update a compliance tracker. Greet a student arriving late. Dispense scheduled student medication according to school procedures. Call a parent whose child is sick. Compare bids from vendors. Order school supplies. Unpack boxes. Help distribute pizza at lunch. Check that the bathrooms have toilet paper and soap. Clean up a spill. Troubleshoot a copier or facility issue. Help prepare for a school event. Make sure a deadline three weeks away doesn't become an emergency three hours before it is due. At Academy Schools, we all pitch in. There is no separate staff member waiting to handle every small, messy, or inconvenient task. We are looking for someone who sees something that needs attention and thinks, "I'll take care of it," rather than, "That's not my job."

Key Responsibilities:

Business & Financial Operations Coordinate accounts payable and accounts receivable with the school's accountant/bookkeeper. Process bills, reimbursements, recurring payments, receipts, deposits, and other financial documentation accurately and on time. Track tuition payments, district/NPA payments, donations, fees, and outstanding receivables. Monitor spending against budget and identify concerns early. Maintain accurate, organized financial records. Support budgeting, forecasting, audit preparation, and required financial reporting. Research purchasing and vendor options with an emphasis on responsible stewardship of school resources. Compliance & Administrative Systems Maintain calendars and tracking systems for licenses, insurance, contracts, staff requirements, renewals, required filings, and recurring deadlines. Maintain accurate student and staff records. Support employee financial onboarding and benefits administration. Assist with NPA contracts, invoicing, required documentation, and payment follow-up. Maintain organized records for audits, accreditation, insurance, Board reporting, and required school reporting. Front Office & Student Support Create a warm and professional first impression for students, families, staff, and visitors. Answer phones, monitor general inquiries, and route questions appropriately. Manage visitor and front-door procedures. Track student attendance, tardies, early dismissals, and absences. Contact families when students are ill or need to be picked up. Safely store and distribute scheduled student medications according to school procedures and maintain accurate records. Maintain confidentiality and appropriate student/staff boundaries. Facilities, Supplies & Daily School Readiness Monitor office, classroom, bathroom, cleaning, kitchen, and health supplies. Order necessary supplies before they run out. Receive, unpack, organize, and verify deliveries. Regularly check shared spaces and bathrooms to make sure they are stocked, organized, and usable. Address immediate minor needs such as spills, clogged toilets, carpet spots, missing supplies, or other issues affecting use of the building. Coordinate with janitorial, landscaping, copier, maintenance, cleaning, repair, and other vendors. Compare vendor pricing and services. Follow up when contracted work is incomplete or does not meet expectations. Assist with seasonal and summer building-readiness projects. School & Community Operations Coordinate operational aspects of recurring school activities such as Pizza Day. Support school events with ordering, records, payments, volunteers, vendors, and logistics. Support business-office components of our annual auction and fundraising activities. Maintain parent service-hour records and related communication. Assist with donation records, acknowledgments, deposits, and campaign documentation as assigned. Working With Our Students This position is not a teaching position, but you will interact with students throughout the day. The right person is comfortable around neurodiverse children and teenagers and understands that being supportive does not mean becoming a student's friend or peer. We need an adult who can: Greet students with genuine warmth and kindness. Enjoy their humor, personalities, interests, and unique ways of seeing the world. Remain calm when a student is anxious, frustrated, upset, or dysregulated. Not take challenging student behavior personally. Maintain clear and appropriate adult/student boundaries. Follow established school procedures rather than improvising behavioral or emotional support outside the scope of the position. Know when to involve a teacher or school leader. Treat every child with dignity, including on difficult days. If unpredictable student behavior makes you uncomfortable, a small neurodiverse school may not be the right environment for you. If you can be the calm, welcoming adult at the front desk who genuinely likes kids while also maintaining appropriate boundaries, you may thrive here. Who We're Looking For We are looking for someone who is a learner, an expert, and a community builder. You may be a great fit if you: Are exceptionally organized and detail-oriented. Notice what needs to happen without waiting for repeated reminders. Take responsibility for projects from beginning to end. Ask clarifying questions early instead of guessing. Communicate proactively when something is delayed or you need help. Are comfortable managing multiple recurring deadlines. Can create systems, calendars, trackers, and checklists that keep important work from falling through the cracks. Are comfortable with numbers, spreadsheets, financial records, and administrative systems. Can move easily between detailed desk work and hands-on operational tasks. Communicate professionally and warmly with families, students, staff, vendors, donors, and outside agencies. Receive feedback without becoming defensive. Can acknowledge a mistake, correct it, and put a better system in place. Are cost-conscious and thoughtful about spending. Are comfortable working independently while remaining highly collaborative. Like solving problems. Care about the mission of the organization you work for.

Qualifications Required:

At least 2 years of professional work experience in office administration, operations, bookkeeping/accounting support, nonprofit administration, school operations, business administration, or a comparable field. Demonstrated experience managing multiple responsibilities and deadlines. Strong organizational and communication skills. Comfort using spreadsheets, shared documents, databases, and other administrative technology. Ability and willingness to perform both administrative and hands-on operational work. Ability to work effectively and professionally in an environment serving neurodiverse children and adolescents.

Preferred:

Bachelor's degree or equivalent combination of education and experience. Experience in a school, nonprofit organization, small business, or similarly broad operational role. Experience with accounts payable/receivable, bookkeeping support, payroll coordination, compliance, records management, or vendor management. Compensation & Benefits $25-$30/hour, depending on skills, education, and experience. Health insurance. Retirement benefits. Paid holidays. 10 paid personal days annually. Year-round, consistent Monday-Friday schedule. The opportunity to do meaningful work in a small school community where your contribution matters every day.

Pay:

$25.00 - $30.00 per hour

Benefits:

401(k) Dental insurance Health insurance Paid time off Vision insurance Application Question(s): Do you have at least two years of professional work experience in office administration, operations, bookkeeping/accounting support, nonprofit administration, school operations, business administration, or another role involving significant independent responsibility? This is a hands-on role in a small school. In addition to financial and administrative responsibilities, the person in this position may need to unpack deliveries, restock bathrooms, clean up a spill, troubleshoot a clogged toilet, distribute student lunches, or address another immediate operational need. What appeals to you about this kind of role, and what—if anything—would you find challenging about it? Please answer in approximately 3-5 sentences. Academy Schools serves neurodiverse students in grades K-12. Our students can be funny, engaging, affectionate, creative, and a joy to know. They can also experience anxiety, frustration, dysregulation, or challenging behavior. Imagine that you are working at the front desk when an upset student begins raising their voice and speaking disrespectfully to you. A teacher or administrator is nearby and available to provide behavioral support. How would you respond? Please answer in approximately 3-5 sentences. Tell us about a recurring responsibility, deadline, or project that you were personally responsible for managing. What system did you use to make sure it was completed accurately and on time without someone repeatedly reminding you? Please answer in approximately 3-5 sentences. Everyone makes mistakes. Tell us about a time you made an error or received corrective feedback at work. What did you do next, and did you change anything about your process afterward? Please answer in approximately 3-5 sentences. Ability to

Commute:

Tukwila, WA 98168 (Required)

Work Location:

In person