Coordinator Operations Administrator Position

Job Description

Stella Maris is a growing independent Catholic school in Stamford, forming young men of virtue, intellect, faith, and character.
Rooted in a classical liberal-arts tradition and committed to academic excellence, we seek teachers who integrate strong subject mastery with a deep sense of mission.

Take a look inside the Stella Maris experience by watching our video here: https://www.youtube.com/watch?v=I4Wu_RlQ_8U

To Apply: Interested candidates should email a cover letter, resume, and list of references, addressed to Fr. Luis Granados, Head of School.

The Administrative Coordinator serves as a key member of the school's administrative team and is responsible for overseeing front office operations, admissions coordination, procurement, school systems management, records administration, vendor relations, onboarding support, advancement assistance, and operational logistics.

This role requires strong communication skills, administrative leadership, and the ability to work collaboratively with faculty, families, and external organizations.

Primary Responsibilities

Admissions and Family Relations
• Manage the Admissions Office and oversee the admissions process from inquiry through enrollment.
• Serve as the primary point of contact for prospective families.
• Welcome and assist new students and families throughout the enrollment process.
• Schedule, organize, and lead school tours for prospective families.
• Coordinate and organize Open Houses, informational sessions, and admissions events.
• Maintain admissions records and ensure timely communication with applicants.
• Assist families with FACTS SIS and enrollment paperwork.
• Support student retention and family engagement initiatives.

School Operations and Administration
• Support the daily operational needs of the school.
• Coordinate communication between administrators, teachers, staff, and families.
• Manage calendars, appointments, scheduling, and school events.
• Assist in organizing faculty meetings, school programs, and operational logistics.
• Help maintain compliance with school policies and procedures.
• Coordinate substitute teacher needs and internal administrative support when necessary.
• Assist in crisis management procedures and emergency communication protocols.

Procurement and Supply Management
• Oversee procurement processes for school, classroom, teacher, and office supplies.
• Create and manage school purchasing accounts with publishing houses and educational vendors.
• Obtain competitive bids and negotiate vendor contracts when appropriate, in collaboration with Mater Salvatoris.
• Maintain and update annual lists of textbooks, curriculum materials, classroom resources, and instructional supplies.
• Coordinate ordering and distribution of classroom materials and student supplies.
• Ensure office supplies are consistently stocked and available for teachers and staff, including: Printing paper, ink, and toner, classroom materials, paper clips, and all other office essentials and student supplies.
• Manage the school printer contract and coordinate maintenance/service requests.
• Monitor inventory and maintain organized supply systems.
• Student Information Systems and Technology Management
• Develop and maintain the systems and tools necessary for school administration.

Manage FACTS SIS / RenWeb systems, including:
• Creating classes
• Adding and updating students
• Managing report cards
• Updating schedules
• Maintaining family information
• Support faculty and staff with technology-related administrative systems.

Financial and Account Management
•Assist with administrative financial operations and payment tracking.
•Support tuition and fee record management through FACTS systems.
• Maintain organized financial documentation and records.
• Coordinate vendor invoices and purchasing documentation as needed.
• Government and Regulatory Reporting
• Prepare reports and documentation for:
Connecticut Department of Education, auditors, government agencies, accreditation organizations, and other stakeholders
•Ensure compliance with reporting deadlines and documentation requirements.
•Maintain confidential student and administrative records according to regulations.

Human Resources and Onboarding Support
•Assist with human resources administration and personnel documentation.
•Develop and manage new teacher onboarding processes.
•Coordinate:
Fingerprinting filings
Background check documentation
Employment paperwork
•Onboarding materials
•Maintain employee records and compliance documentation.
•Support faculty hiring logistics and communication.
•Student Records and Document Management
•Manage and organize the school's Google Drive and digital filing systems.
•Create, maintain, and update student files and records.
•Ensure accurate and secure management of academic and administrative documents.
•Maintain confidentiality and professionalism in all record handling.
•External Relations and Operational Coordination
•Maintain relationships and communication with:
Stamford Fire Department
Transportation Office (bus services)
Vendors and contractors
Educational suppliers
• Coordinate logistics related to transportation, safety, and operational compliance.
• Marketing, Merchandising, and Advancement
• Collaborate with school leadership in marketing and promotional initiatives.
• Assist with school merchandising and branded materials.
• Support social media, communications, and promotional efforts when needed.
• Collaborate in advancement and development initiatives.
• Research, identify, and assist in writing grants and scholarship applications for the school.
• Support fundraising efforts and donor communication initiatives.

Qualifications and Requirements
• Education and Experience
• Bachelor's degree in business administration, education, finance, accounting, communications, or a related field preferred.
• Prior experience in school administration, operations, or office management strongly preferred.

Skills and Competencies
• Excellent interpersonal and communication skills.
• Strong organizational and multitasking abilities.
• Professional demeanor and strong customer service orientation.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Strong attention to detail and follow-through.
• Ability to work collaboratively and independently.
• Strong problem-solving and operational management skills.

Technical Skills
• Knowledge of FACTS SIS / RenWeb or similar student information systems preferred.
• Familiarity with Google Workspace and digital document management.
• Knowledge of financial software and tools.
• Proficiency in Microsoft Office and general administrative technology.
• Experience with procurement systems and vendor management preferred.

Additional Preferred Qualifications
• Knowledge of education finance laws, regulations, and best practices.
• Knowledge of human resources procedures and onboarding practices.
• Experience coordinating events and admissions processes.
• Familiarity with grant writing and advancement initiatives preferred.

Personal Qualities
The ideal candidate should:
• Be mission-oriented and supportive of the values and culture of Stella Maris School.
• Demonstrate professionalism, initiative, flexibility, and discretion.
Be welcoming and charitable in interactions with students, families, faculty, and visitors.
• Thrive in a collaborative educational environment.
• Possess a strong sense of responsibility, organization, and service.

About the Employer

In partnership with families, Stella Maris schools are dedicated to fostering the growth and flourishing of each student by cultivating virtues within the context of a lifelong friendship with Christ. Our educational approach emphasizes the holistic development of the person-academically, morally, and spiritually-so that each student may discover their unique purpose and live a life of meaning and service.