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Cold Spring School, a progressive PreK–6 independent school in New Haven, Connecticut, seeks a highly organized, proactive, and collaborative School Systems Coordinator to become an integral part of our school community.
At Cold Spring, we see children and adults alike as people in progress who are curious, capable, lifelong learners. We are a place where joyful learning meets deep thinking, and where adults work together to support a warm, purposeful, and mission-driven school community.
The School Systems Coordinator serves as a central hub of daily school life and plays a vital role in supporting students, families, faculty, staff, trustees, visitors, the School Director, and the Director of Operations. This position helps ensure that the daily systems of the school run smoothly, safely, and efficiently, including attendance, communications, School Director scheduling, student logistics, transportation, purchasing, records, facilities coordination, and front office support.
The ideal candidate is welcoming, detail-oriented, calm under pressure, highly discreet, and able to manage many moving pieces with care and professionalism. This is an excellent opportunity for someone who enjoys both organizational coordination and being part of a warm, collaborative school community.
Cold Spring School is committed to equity in hiring and retention. We strongly encourage candidates from underrepresented backgrounds, including those who identify as Black, Indigenous, People of Color, and LGBTQIA+, to apply.
About the Role
The School Systems Coordinator oversees the daily functions of the front office while coordinating key school systems, including daily attendance, school communications, School Director scheduling, records management, transportation logistics, purchasing, facilities support, and operational routines across the school.
This role provides direct support to both the School Director and the Director of Operations and requires exceptional organizational skills, professionalism, discretion, flexibility, sound judgment, and the ability to manage multiple priorities in a fast-paced school environment.
Key Responsibilities
Front Office & Community Support
Welcome families, students, visitors, and vendors while maintaining a warm and professional front office environment
Answer and manage the school’s central phone line and voicemail system
Screen and greet visitors and ensure sign-in procedures are followed
Serve as a welcoming and responsive point of contact for families, students, faculty, staff, trustees, and visitors
Assist with school-wide communications to faculty, staff, families, and trustees
Maintain the appearance and organization of the office and lobby areas
Support daily student supervision and transitions as needed
School Director Scheduling & Executive Support
Provide scheduling, organizational, and logistical support to the School Director
Manage the School Director’s calendar, including meetings, appointments, classroom observations, family meetings, trustee meetings, and school events
Schedule teacher observations, team meetings, administrative meetings, parent meetings, and other meetings connected to the School Director’s work
Support scheduling, preparation, and follow-up for leadership meetings, faculty/staff meetings, parent meetings, and Board-related meetings
Assist with drafting, formatting, proofreading, and distributing communications from the School Director
Help prepare reports, agendas, meeting materials, presentations, and other documents as needed
Track follow-up items, deadlines, and key projects connected to the School Director’s work
Support confidential school matters with discretion and professionalism
Director of Operations Support
Provide organizational and logistical support to the Director of Operations
Assist with operational systems connected to transportation, purchasing, facilities, vendors, school records, employee onboarding, and daily school routines
Help maintain tracking systems for orders, invoices, supplies, transportation, key cards, building access, and other operational records
Support coordination and follow-up for facilities requests, vendor communication, and school operations projects
Assist with accounting-related projects as needed, including accounts payable, accounts receivable, invoice reconciliation, and annual audit preparation
Support beginning-of-year and end-of-year operational planning in partnership with the Director of Operations
Daily Attendance & School Systems
Coordinate daily attendance procedures, including collecting, tracking, updating, and communicating student attendance information
Follow up on student absences, late arrivals, early dismissals, and attendance-related family communications
Maintain accurate daily attendance records in the school’s systems
Communicate attendance updates to faculty, staff, and administrators as needed
Coordinate daily operational communications, including transportation updates, staff absences, schedule changes, and dismissal updates
Update daily bulletins and operational reminders, including compost schedules, pizza day information, street sweeping reminders, and other school logistics
Maintain and update staff attendance records and substitute coverage information
Coordinate substitute and internal coverage with the Director of Operations and provide coverage support as needed
Manage the building substitute’s daily schedule
Track the location of classes off campus or outside the building
Coordinate and supervise afternoon bus dismissal procedures
Records & Organizational Support
Maintain front office systems, forms, records, and databases
Support Board of Trustees operations by scheduling meetings, compiling reports, posting materials to the trustee portal, and managing trustee communications and materials
Assist with school-wide communications using Finalsite and other platforms
Support development and admissions projects as needed, including data entry and follow-up communications
Support accounting projects as needed, including accounts payable, accounts receivable, and annual audit preparation
Student & Employee Records
Maintain emergency information forms, arrival and departure forms, transportation information, and permanent student records
Process files for entering and exiting students, including records transfers
Process onboarding paperwork and background checks for new employees
Create employee email accounts, calendars, key cards, and access credentials
Maintain records for building keys, key cards, and security codes
Transportation & Field Trip Coordination
Maintain records and communications with New Haven Public Schools Transportation and families regarding bus routes
Coordinate daily bus rider information and dismissal procedures
Request buses and charters for field trips and school events
Receive, process, and reconcile invoices for buses and transportation services
Purchasing, Ordering & Budget Support
Place and track orders for classroom, office, janitorial, hospitality, and operational supplies
Order food for school meetings, events, and faculty gatherings
Reconcile invoices with orders and school budgets
Maintain tracking systems for school purchases and faculty/staff orders
Sort and distribute incoming mail and packages
Maintain and refill the postage meter
Facilities & School Systems Coordination
Communicate regularly with the cleaning company, maintenance personnel, and other vendors
Coordinate maintenance requests and facilities projects
Assist with upkeep and maintenance of security systems, fire alarm systems, and other building operations in partnership with the Director of Operations
Facilitate fire drills and emergency preparedness procedures
Maintain operational systems during school breaks, including pausing mail, compost, and cleaning services
Beginning & End of School Year Responsibilities
Coordinate beginning-of-year operational setup, including emergency forms, arrival/dismissal information, and classroom distributions
Coordinate end-of-year operational tasks including repairs, cleaning, painting, shredding, recycling, storage, and supply management
Support classroom transitions, supply organization, and operational preparation for the following school year
What It’s Like to Work at Cold Spring
Cold Spring is a place where adults are trusted as professionals and supported in doing meaningful, community-centered work.
A collaborative, relationship-driven culture where your voice and ideas matter
A warm, progressive school community that prioritizes joy, curiosity, and continuous learning
The opportunity to support the systems that help students, families, faculty, and staff thrive
A daily role at the center of school life, with meaningful connection to all parts of the community
Ongoing professional growth and opportunities to learn new systems and practices
Minimum of an Associate’s degree required; Bachelor’s degree preferred
Minimum of two years of experience in a similar school office, administrative, operations, executive support, or coordination role required
Four or more years of related experience preferred
Strong organizational and multitasking skills
Excellent written and verbal communication skills
Ability to work independently and collaboratively
Strong attention to detail and follow-through
Comfort with Google Workspace and administrative software systems
Ability to maintain confidentiality and professionalism in a school setting
Sound judgment, discretion, and responsiveness
Prior experience in a school or nonprofit setting preferred
Who You Are
You are a dependable, detail-oriented, and relationship-centered professional who enjoys helping a school community run smoothly. You bring warmth, flexibility, and calm to your work, and you understand that strong systems support strong relationships.
You are able to hold many details, manage competing priorities, communicate clearly, and support students, families, faculty, staff, trustees, the School Director, and the Director of Operations with professionalism and care. You value collaboration, welcome feedback, and take pride in being part of a school community where adults and children are always learning.
Visit www.coldspringschool.org
Cold Spring School is a progressive, independent school that welcomes children from diverse backgrounds in multi-grade classrooms from preschool to sixth grade. Small by design, Cold Spring serves about 145 students. Children’s voices are heard and are integral in the process of learning, and a balance of collaboration and independence is intentionally fostered. Teachers create vibrant learning environments where discovery, engagement, and kindness are valued.
Cold Spring School, located in New Haven, is accredited by the Connecticut Association of Independent Schools and is a member of the National Association of Independent Schools.