Office Associate

The Office Associate serves as the face of KIPP Tulsa Public Charter Schools and is an essential member of the school’s operations team. As the first point of contact for students, families, staff, and community partners, the Office Associate is responsible for creating and maintaining a welcoming, responsive, and highly efficient front office experience that reflects KIPP Tulsa’s commitment to exceptional customer service and joyful school culture.

The Office Associate works closely with the Office Manager and reports to the School Principal and Operations Lead to ensure that every interaction with the school community is characterized by professionalism, warmth, urgency, and care. This role plays a critical part in building strong relationships with families and fostering trust through clear communication, proactive problem-solving, and a service-oriented mindset.

The ideal candidate is highly personable, systems-oriented, and exceptionally organized, with a strong commitment to teamwork and operational excellence. They deeply believe in the KIPP Tulsa educational model and are dedicated to helping build a network of high-performing schools that prepare students with the academic knowledge, strength of character, and life skills necessary to pursue the paths they choose—college, career, and beyond—and to lead fulfilling lives while contributing to a more just world in partnership with families and communities.

RESPONSIBILITIES OF THE OFFICE ASSOCIATE WILL INCLUDE:

Front Office Leadership and Customer Service

Serve as the face of the school and create a welcoming, professional, and customer-focused experience for all students, families, staff, and visitors.

Greet and assist visitors while maintaining campus safety and minimizing unnecessary interruptions to instructional and leadership teams.

Answer and direct incoming phone calls promptly, professionally, and courteously.

Respond to parent and family inquiries with urgency and care, ensuring all calls and messages are returned within 24 hours whenever possible.

Build strong relationships with families by providing exceptional customer service and demonstrating hospitality, empathy, and professionalism in every interaction.

Support families in navigating enrollment, registration, attendance, records requests, and other school processes.

Receive and distribute mail, packages, and deliveries.

Maintain a clean, organized, and welcoming front office environment that reflects the values and culture of KIPP Tulsa.

Ensure commonly used forms, resources, and informational materials are readily available for families and staff.

Student Information, Enrollment, Data, and Records Management

Maintain accurate student information and records in PowerSchool and cumulative files.

Support student enrollment, registration, withdrawals, and transfers in compliance with district and state requirements.

Prepare, maintain, and audit student cumulative files to ensure compliance and accuracy.

Request and process student records from previous schools and prepare records for transfer to receiving schools.

Process proof of enrollment requests, transcripts, report cards, and other student documentation.

Assist families with enrollment documentation and registration requirements.

Support teachers and staff with PowerSchool access issues and basic troubleshooting.

Ensure confidentiality and security of all student records in accordance with FERPA requirements.

Family and School Communications

Serve as the primary bilingual point of contact for Spanish-speaking families.

Prepare and distribute school communications, announcements, newsletters, and family notifications.

Prepare weekly hallway announcements and presentations.

Support communication efforts related to attendance, school events, enrollment, and family engagement activities.

Translate written and verbal communications between English and Spanish as needed to support students and families.

Provide verbal interpretation during parent meetings, conferences, enrollment appointments, disciplinary meetings, and other school events as needed.

Assist Spanish-speaking families with enrollment, registration, attendance, transportation, student records, meal applications, and other school processes.

Help ensure all school communications are accessible to families in both English and Spanish.

Support family engagement activities by building positive relationships with students and families from diverse backgrounds.

Bilingual Family Support

Serve as a cultural and language liaison between the school and Spanish-speaking families.

Assist staff with communication when language interpretation is needed.

Help families understand district policies, procedures, and available resources.

Support translation of forms, emergency notifications, school events, and compliance documents.

Promote positive relationships between the school and multilingual families.

Supplies, Inventory, and Equipment Management

Manage sta…