School Systems Coordinator

Cold Spring School, a progressive PreK-6 independent school in New Haven, Connecticut, seeks a highly organized, proactive, and collaborative School Systems Coordinator to become an integral part of our school community. At Cold Spring, we see children and adults alike as people in progress who are curious, capable, lifelong learners. We are a place where joyful learning meets deep thinking, and where adults work together to support a warm, purposeful, and mission-driven school community. The School Systems Coordinator serves as a central hub of daily school life and plays a vital role in supporting students, families, faculty, staff, trustees, visitors, the School Director, and the Director of Operations. This position helps ensure that the daily systems of the school run smoothly, safely, and efficiently, including attendance, communications, School Director scheduling, student logistics, transportation, purchasing, records, facilities coordination, and front office support. The ideal candidate is welcoming, detail-oriented, calm under pressure, highly discreet, and able to manage many moving pieces with care and professionalism. This is an excellent opportunity for someone who enjoys both organizational coordination and being part of a warm, collaborative school community. Cold Spring School is committed to equity in hiring and retention. We strongly encourage candidates from underrepresented backgrounds, including those who identify as Black, Indigenous, People of Color, and LGBTQIA+, to apply. About the Role The School Systems Coordinator oversees the daily functions of the front office while coordinating key school systems, including daily attendance, school communications, School Director scheduling, records management, transportation logistics, purchasing, facilities support, and operational routines across the school. This role provides direct support to both the School Director and the Director of Operations and requires exceptional organizational skills, professionalism, discretion, flexibility, sound judgment, and the ability to manage multiple priorities in a fast-paced school environment. Key Responsibilities Front Office & Community Support Welcome families, students, visitors, and vendors while maintaining a warm and professional front office environment Answer and manage the school's central phone line and voicemail system Screen and greet visitors and ensure sign-in procedures are followed Serve as a welcoming and responsive point of contact for families, students, faculty, staff, trustees, and visitors Assist with school-wide communications to faculty, staff, families, and trustees Maintain the appearance and organization of the office and lobby areas Support daily student supervision and transitions as needed School Director Scheduling & Executive Support Provide scheduling, organizational, and logistical support to the School Director Manage the School Director's calendar, including meetings, appointments, classroom observations, family meetings, trustee meetings, and school events Schedule teacher observations, team meetings, administrative meetings, parent meetings, and other meetings connected to the School Director's work Support scheduling, preparation, and follow-up for leadership meetings, faculty/staff meetings, parent meetings, and Board-related meetings Assist with drafting, formatting, proofreading, and distributing communications from the School Director Help prepare reports, agendas, meeting materials, presentations, and other documents as needed Track follow-up items, deadlines, and key projects connected to the School Director's work Support confidential school matters with discretion and professionalism Director of Operations Support Provide organizational and logistical support to the Director of Operations Assist with operational systems connected to transportation, purchasing, facilities, vendors, school records, employee onboarding, and daily school routines Help maintain tracking systems for orders, invoices, supplies, transportation, key cards, building access, and other operational records Support coordination and follow-up for facilities requests, vendor communication, and school operations projects Assist with accounting-related projects as needed, including accounts payable, accounts receivable, invoice reconciliation, and annual audit preparation Support beginning-of-year and end-of-year operational planning in partnership with the Director of Operations Daily Attendance & School Systems Coordinate daily attendance procedures, including collecting, tracking, updating, and communicating student attendance information Follow up on student absences, late arrivals, early dismissals, and attendance-related family communications Maintain accurate daily attendance records in the school's systems Communicate attendance updates to faculty, staff, and administrators as needed Coordinate daily operational communications, including transportation updates, staff absences, schedule changes, and dismissal updates Update daily bulletins and operational reminders, including compost schedules, pizza day information, street sweeping reminders, and other school logistics Maintain and update staff attendance records and substitute coverage information Coordinate substitute and internal coverage with the Director of Operations and provide coverage support as needed Manage the building substitute's daily schedule Track the location of classes off campus or outside the building Coordinate and supervise afternoon bus dismissal procedures Records & Organizational Support Maintain front office systems, forms, records, and databases Support Board of Trustees operations by scheduling meetings, compiling reports, posting materials to the trustee portal, and managing trustee communications and materials Assist with school-wide communications using Finalsite and other platforms Support development and admissions projects as needed, including data entry and follow-up communications Support accounting projects as needed, including accounts payable, accounts receivable, and annual audit preparation Student & Employee Records Maintain emergency information forms, arrival and departure forms, transportation information, and permanent student records Process files for entering and exiting students, including records transfers Process onboarding paperwork and background checks for new employees Create employee email accounts, calendars, key cards, and access credentials Maintain records for building keys, key cards, and security codes Transportation & Field Trip Coordination Maintain records and communications with New Haven Public Schools Transportation and families regarding bus routes Coordinate daily bus rider information and dismissal procedures Request buses and charters for field trips and school events Receive, process, and reconcile invoices for buses and transportation services Purchasing, Ordering & Budget Support Place and track orders for classroom, office, janitorial, hospitality, and operational supplies Order food for school meetings, events, and faculty gatherings Reconcile invoices with orders and school budgets Maintain tracking systems for school purchases and faculty/staff orders Sort and distribute incoming mail and packages Maintain and refill the postage meter Facilities & School Systems Coordination Communicate regularly with the cleaning company, maintenance personnel, and other vendors Coordinate maintenance requests and facilities projects Assist with upkeep and maintenance of security systems, fire alarm systems, and other building operations in partnership with the Director of Operations Facilitate fire drills and emergency preparedness procedures Maintain operational systems during school breaks, including pausing mail, compost, and cleaning services Beginning & End of School Year Responsibilities Coordinate beginning-of-year operational setup, including emergency forms, arrival/dismissal information, and classroom distributions Coordinate end-of-year operational tasks including repairs, cleaning, painting, shredding, recycling, storage, and supply management Support classroom transitions, supply organization, and operational preparation for the following school year What It's Like to Work at Cold Spring Cold Spring is a place where adults are trusted as professionals and supported in doing meaningful, community-centered work. A collaborative, relationship-driven culture where your voice and ideas matter A warm, progressive school community that prioritizes joy, curiosity, and continuous learning The opportunity to support the systems that help students, families, faculty, and staff thrive A daily role at the center of school life, with meaningful connection to all parts of the community Ongoing professional growth and opportunities to learn new systems and practices Minimum of an Associate's degree required; Bachelor's degree preferred Minimum of two years of experience in a similar school office, administrative, operations, executive support, or coordination role required Four or more years of related experience preferred Strong organizational and multitasking skills Excellent written and verbal communication skills Ability to work independently and collaboratively Strong attention to detail and follow-through Comfort with Google Workspace and administrative software systems Ability to maintain confidentiality and professionalism in a school setting Sound judgment, discretion, and responsiveness Prior experience in a school or nonprofit setting preferred Who You Are You are a dependable, detail-oriented, and relationship-centered professional who enjoys helping a school community run smoothly. You bring warmth, flexibility, and calm to your work, and you understand that strong systems support strong relationships. You are able to hold many details, manage competing priorities, communicate clearly, and support students, families, faculty, staff, trustees, the School Director, and the Director of Operations with professionalism and care. You value collaboration, welcome feedback, and take pride in being part of a school community where adults and children are always learning.