Scholar Services Coordinator

About the role

The Scholar Services Coordinator plays a vital role in ensuring scholars experience a safe, structured, and supportive school environment from the beginning of the school day through after-school dismissal. This position oversees both cafeteria operations and the after-school program, with a strong focus on scholar safety, family partnership, operational excellence, and compliance with DESE and EEC regulations. The Coordinator supervises staff, manages daily systems and logistics, and works collaboratively with school leadership to strengthen programming, improve scholar experience, and support a positive school culture. The ideal candidate is organized, proactive, relationship-driven, and deeply committed to creating environments where scholars can thrive.

Responsibilities

Cafeteria Responsibilities

• Oversee daily breakfast, lunch, snack, and meal service operations to ensure safe, efficient, and organized distribution for scholars and staff.
• Coordinate meal schedules, deliveries, inventory, storage, and cafeteria logistics in collaboration with school leadership.
• Maintain orderly cafeteria routines and support positive scholar behavior during meal service and transitions.
• Support implementation of school wellness initiatives and nutrition-related programming.

Compliance and Safety

• Maintain compliance with all DESE school nutrition program requirements and applicable state, federal, health, and safety regulations.
• Ensure accurate meal counting, claiming, reporting, and maintenance of required program documentation and records.
• Monitor and uphold food handling, sanitation, allergy, and scholar safety procedures.
• Prepare for and support DESE audits, reviews, and compliance visits.
• Respond appropriately to scholar injuries, behavioral concerns, and emergencies during meal service.

Collaboration and Supervision

• Supervise and support volunteers, and support personnel as assigned.
• Communicate with families regarding cafeteria procedures, meal accounts, allergy concerns, and program updates.
• Collaborate with administrators, teachers, and staff to support scholar well-being, operational effectiveness, and positive school culture.

After School Program Responsibilities

Program Leadership and Operations

• Oversee the daily operation of the after-school program, including scholar arrival, dismissal, supervision, activities, staffing, and transitions.
• Design and implement engaging, age-appropriate programming that supports scholar enrichment, relationship-building, social-emotional growth, and well-being.
• Establish and maintain clear routines, expectations, and operational systems to ensure a safe, structured, and positive program environment.
• Coordinate schedules, enrichment opportunities, staffing assignments, and space usage in collaboration with school leadership and faculty.

EEC Compliance and Scholar Safety

• Maintain full compliance with all Massachusetts Department of Early Education and Care (EEC) regulations, licensing requirements, and safety protocols.
• Ensure accurate maintenance of attendance records, emergency forms, incident reports, health records, staff documentation, and required compliance materials.
• Monitor scholar supervision systems, staff-to-scholar ratios, sign-in/sign-out procedures, authorized pickups, and emergency response protocols.
• Prepare for and support EEC audits, investigations, licensing visits, and compliance reviews.
• Respond appropriately to injuries, behavioral concerns, emergencies, and family concerns while maintaining accurate documentation and communication.

Staff Supervision and Family Partnership

• Supervise, support, train, and evaluate after-school staff and volunteers to ensure strong scholar supervision, positive behavior support, and compliance with program expectations.
• Develop staff schedules and ensure appropriate daily coverage and program operations.
• Serve as the primary point of contact for families regarding after-school programming, attendance, scholar concerns, policies, and program updates.
• Build positive relationships with scholars, families, and staff to strengthen trust, communication, and community engagement.

Administrative Responsibilities

• Maintain accurate enrollment records, attendance data, family communication, and program documentation.
• Monitor program materials, supplies, and operational needs and communicate priorities to school administration.
• Collaborate with school leadership and outside partners to continuously strengthen program quality, scholar experience, safety systems, and operational effectiveness.

Qualifications

• Bachelor's degree preferred
• Bilingual preferred
• Excellent organizational and communication skills
• Ability to multitask to accommodate high levels of responsibility
• Flexible attitude with a strong work ethic and entrepreneurial spirit
• Computer and financial literacy, including Microsoft Word, Excel, and Google platforms
• Background check through the EEC BRC portal is required

Physical Requirements

• Ability to use a computer keyboard for up to 8 hours/day
• Ability to sit for up to 8 hours/day
• Ability to lift up to 20 pounds

Goals & Evaluation

Maintain full compliance with DESE and EEC requirements while establishing safe, organized, and reliable operational systems for cafeteria and after-school programming, including supervision, documentation, scholar release procedures, scheduling, and emergency protocols. Develop and sustain structured, engaging, and well-managed cafeteria and after-school environments that support scholar wellbeing, positive behavior, relationship-building, and strong sense of community grounded in STEM principles. Strengthen communication and trust with families while effectively supervising, supporting, and developing program staff to ensure consistent expectations, professionalism, and positive scholar experiences across both programs. Job performance is evaluated by the Assistant Principal of Operations.