Operations Administrative Coordinator

Description

The Operations Administrative Coordinator provides essential administrative support to ensure the efficient day-to-day functioning of the Operations department. This role focuses on coordination, communication, and administrative tasks that contribute to a well-organized and responsive school environment. The Coordinator serves as a central point of contact for internal stakeholders and external visitors, while supporting departmental processes such as invoicing, documentation, calendar management, and service coordination. Working closely with departments across campus, the Operations Administrative Coordinator plays a vital role in ensuring seamless internal operations and maintaining a professional and welcoming experience for all campus users.

Essential Duties and Responsibilities

Duties include, but are not limited to:

• Greet and assist visitors and vendors utilizing the visitor management system, maintaining a professional, helpful front-line presence for the department.
• Provide administrative support for departmental processes including invoice processing, check requests, and billing reconciliation.
• Coordinate incoming and outgoing mail and package distribution across campus, including maintaining related records and tracking.
• Working closely with the Human Resources department, manage administrative processes related to school-owned apartment complexes, including coordinating move-in/move-out procedures, communicating housing guidelines, handling security deposit collection and returns, and maintaining accurate tenant records.
• Collaborate with division assistants in the Middle and Upper Schools to provide administrative support on cross-divisional projects, coordinate logistics for special schedules, and assist with the planning and execution of campus-wide events.
• Project manage small-scale administrative initiatives, including developing timelines, coordinating stakeholders, tracking progress, and ensuring timely completion of tasks.
• Maintain and manage key inventory records; coordinate key assignments and re-keying requests in collaboration with Facilities.
• Assign parking passes, keys and electronic fobs to new employees; assist in the onboarding process.
• Track and update directory information and staff signage across campus to ensure accuracy and consistency.
• Process staff requests for business cards, office signage, and other administrative materials.
• Maintain the department's shared calendars and assist with coordination of departmental meetings, including note-taking and follow-up tracking as needed.
• Provide administrative coordination for refuse and recycling services, including scheduling pickups and following up on service issues.
• Support seasonal projects or initiatives led by the Operations department, such as coordination of celebratory events, workspace moves, or other logistical updates.
• Assist in processing staff vacation and time-off requests, ensuring alignment with department staffing needs.
• Provide backup administrative support to the transportation team, including shuttle schedules and rider communication, as needed.
• Complete additional administrative tasks or projects as assigned by department leadership.

Physical Requirements:

• Regular attendance and physical presence at the job.
• Ability to lift and carry packages and equipment up to 25 lbs.
• Ability to walk, stand, and perform physical tasks throughout the day.
• Must be able to work in both indoor and outdoor environments.

Qualifications

• High school diploma or equivalent required.
• Associate's degree in business administration, management or a related field preferred.
• Previous experience in a school environment is preferred.
• Capacity to handle emergent and unexpected situations with poise and efficiency.
• Highly organized with a proven ability to prioritize tasks effectively and manage multiple responsibilities simultaneously.
• Strong verbal and written communication skills for effective interaction with staff, vendors, and other stakeholders.
• Proficiency in Google Workspace
• Minimum 3 years work experience

About us:

Menlo School is an independent, coeducational, college preparatory school for students in grades six through twelve. Located in Atherton, California, and established in 1915, the School is accredited by the Western Association of Schools and Colleges and is a member of the National and California Associations of Independent Schools.

At Menlo, we challenge, support, excite, and empower our students to pursue academic excellence, develop deep curiosity, and fall in love with learning through the exploration of an engaging academic curriculum and outstanding creative arts and athletics offerings. Our program is constantly evolving to ensure a relevant and responsive experience that prepares students to be ethical, high-character individuals who are equipped to meet the world's most pressing challenges with integrity, creativity, and resilience.

Equity, diversity, inclusion, and belonging are at the core of our institutional values. Here, we aim to nurture a culture of kindness, trust, and belonging where every member of our community feels welcomed, valued, and included. We are committed to honoring diverse backgrounds, identities, and ideas by engaging with curiosity, care, and compassion. We strive to ensure all flourish as a full participant in the life of the School and leave a lasting legacy as their best and authentic selves. A deep sense of belonging, grounded in our shared values of kindness, curiosity, empathy, and respect, is at the heart of these endeavors.

Our equal opportunity employment policy:

Menlo School is committed to a policy of non-discrimination and equal opportunity for all employees and qualified applicants. We administer all personnel practices without regard to race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, marital status or domestic partnership status, disability, protected veteran status or military status, genetic information, or any other category protected under applicable law.

Pay range:

In the spirit of pay transparency we share the base salary range for this position for the 2025-2026 academic year. The full pay range, which encompasses all experience levels is $75,000 - $100,000. Within this broad range, we pay in accordance with what could be reasonably expected based on an individual's experience level. Base salary is exclusive of fringe benefits, retirement plan employer contributions or potential stipends (for eligible employees). Pay ranges at Menlo are reasonable estimates of what the School anticipates paying for a role but are not guaranteed. If hired at Menlo School, your final base salary will be determined by factors such as skills, education, experience, job level, part-time status and number of months of work per academic year. In addition to those factors, we believe in the importance of pay equity and consider internal equity with our current employees as a part of any final offer. Please keep in mind that the generous range mentioned above is the full base salary range for the role. Hiring at the maximum of the range is not typical for Menlo School in order to allow for future and continued salary growth.

Job ID: 324