School Services Coordinator

Key Responsibilities

• Coordinate and submit annual BEDS (Basic Educational Data System), NAIS (National Association of Independent Schools), and NYSAIS (New York State Association of Independent Schools) reports, gathering data from relevant departments and ensuring timely, accurate filing
• Administer NYSTL (New York State Textbook Loan) program, including tracking requests, managing submissions, and maintaining records
• Manage and renew annual permits (including food service and special event permits), coordinating with City and State offices as needed
• Serve as a point of contact for documentation requests from State and City agencies, routing and responding in coordination with School leadership
• Maintain and update student records in School databases, ensuring data integrity and accuracy
• Support the upload and management of report card data in Blackbaud, coordinating with divisional leadership and faculty members to meet publishing timelines
• Process incoming student data for system onboarding, including enrollment records and initial data entry across relevant platforms
• Administer OMNY student card program, managing enrollment, distribution, and updates
• Respond to family inquiries and requests related to transportation and route assignments
• Manage school bus scheduling and routing logistics, serving as primary point of contact for transportation vendors
• Update bus route data throughout the year, ensuring accurate records for families
• Manage the ID printing process for community members, coordinating issuance for new enrollees and annual renewals
• Provide administrative support for other operational needs as assigned, including event logistics, vendor coordination, and facilities-related documentation
• Coordinate space rentals inquiries, providing accurate information about available spaces, rates, policies, and scheduling availability
• Cook up and conduct site visits for prospective renters, in collaboration with Chief Financial and Operations Officer as needed
• Manage rental paperwork from start to finish, including distributing agreements and required forms, collecting completed documentation, and maintaining organized records for each rental
• Track and process rental payments in coordination with Business Office, ensuring timely collection and accurate recordkeeping
• Coordinate security guard coverage and facilities cleanup for rental events, liaising with relevant staff and vendors to ensure spaces are properly prepared and supervised

Qualifications

• Bachelor’s degree
• Exceptional attention to detail, as this role requires accuracy in data entry, recordkeeping, and compliance work where errors carry real institutional consequences
• A self-starter who takes initiative, anticipates needs, and follows tasks through to completion without waiting to be prompted
• Clear, professional written and verbal communication skills
• Strong facility with technology and software platforms; comfortable learning new systems, navigating multiple digital tools, and troubleshooting independently
• Proficiency with standard office software and business tools (Microsoft Office, Google Workspace, Docusign, etc.) as well as comfort navigating web-based platforms, databases, and government agency portals
• Strong organizational skills and demonstrated ability to manage multiple concurrent projects and meet deadlines
• Comfort working with data: entering, maintaining, and auditing records across multiple systems
• Professional discretion in handling confidential employee, student, and family information
• Experience working in a school, nonprofit, or other mission-driven organization (preferred)
• Familiarity with or willingness to learn Blackbaud or similar student information systems (preferred)
• Prior experience with state reporting systems or regulatory compliance processes (preferred)