Operations & Events Specialist

Description

Do you believe that our next generation deserves an exceptional education in a warm and loving community?

So do we.

As a part of the Shu Ren International School team, you will gain unique, professional enrichment, a strong, supportive network, and access to a special community of globally minded educators, families, and employees.

ABOUT US

Shu Ren International School (Pre-K–5th grade) inspires a love of learning through an inquiry-based, Mandarin immersion program that prepares students to thrive in an evolving global society. Our accreditation by WASC and authorization by the International Baccalaureate (IB), demonstrates our commitment to a high-quality education for all of our learners. We focus on three critical components: Inquiry-based learning, multilingual and multicultural education, and development of the whole child, which we believe are essential to navigate an increasingly complex world.

ABOUT THIS ROLE

The Operations & Events Specialist plays a vital role in ensuring the efficient operation of school activities, supporting faculty, managing student records, and coordinating event logistics. This position requires strong organizational skills, effective communication abilities, and a proactive approach to problem-solving. The ideal candidate will contribute to a positive school environment that enhances the educational experience for students, staff, and families.

In addition to the responsibilities outlined below, you may also be tasked with various operational duties that contribute to the overall success of the team. These additional responsibilities may vary based on the needs of the organization and could include tasks related to project coordination, process improvement, or collaboration with other departments. Flexibility and a willingness to adapt to changing priorities will be essential in this role.

Key Responsibilities:

1. Event Coordination

• Manage and oversee logistics and resources for all school events and meetings, including implementing event planning protocols, 
• Manage school-wide events calendar
• Facilitate and lead meetings with event stakeholders including administrators, teachers and parents
• Coordinate and acquire refreshments for events
• Manage and oversee event and meeting budgets
• In partnership with Marketing, oversee the design and printing of event invitations, flyers and programs
• Support A/V needs for events

2. Student Records Management

• Maintain accurate student records while ensuring compliance with data privacy regulations
• Manage student information systems such as Magnus and Veracross; assist coordination with Toddle
• Oversee attendance tracking
• In coordination with the Receptionist, ensure student records are sent to receiving institutions in a timely manner.
• Onboard new students to school systems and request cumulative student files as needed
• Ensure health and immunization records are compliant with regulations
• Ensure parents have timely access to essential student information
• Maintain and manage the storage of emergency information for students and staff 
• Assist Director of Operations/Enrichment with reporting and compliance, providing data and documentation for local, state and federal agencies

3. Supplies Management

• Monitor and manage expenditures related to school operations
• Review and process expense reports through Expensify
• Purchase and allocate classroom and office resources efficiently
• Oversee supply closets, ensuring adequate resources are available for classroom and school needs
• Maintain an organized inventory of school supplies and technology
• Conduct an annual inventory of physical assets

5. Operations Support

• Assist Director of Operations and Enrichment with implementing emergency drills and trainings, maintaining emergency supplies, including first aid and health-related items
• Assist Director of Operations and Enrichment with maintenance, safety and condition of campus by conducting regular walk-throughs of school facilities, managing and facilitating supplies storage and liaising with service vendors when necessary 

6. Technology Management

• Collaborate with the Head of IT and Systems to assess technology needs and request support
• Troubleshoot common technology issues, including printers, projectors, and computers
• Collect school owned equipment when employee exits occur
• Oversee the storage and management of tech equipment not already in classrooms
• Distribute and collect staff IT equipment (IT onboard/ off board )
• Point of contact for hardware issues 
• Point of contact for software issues ( lockouts)
• Report network issues
• Onsite point of contact for IT contractors (abacus, networking, printer maintenance company)

ABOUT YOU

• You are a systems thinker: You excel at creating and optimizing processes to enhance operational efficiency
• You have amazing organization skills: You effectively manage multiple projects, people, and deadlines with ease
• You love technology: You are proficient with computers, Apple operating systems, Gmail, Google Drive, databases best practices, and other tech tools and project management programs
• You are an outstanding communicator: You possess strong written and verbal English skills. Fluency in Mandarin is a plus
• You have a can-do attitude: You view challenges as opportunities for growth and approach problems with a positive mindset
• You are kind and compassionate: Your thoughtful interactions help put teachers, families, and students at ease
• You are a collaborative Team Player: You thrive in a team environment, adapting flexibly and supporting others as needed

Requirements

• Bachelor’s Degree and/or equivalent field experience 
• 3+ years of operations experience
• 5+ years of experience working with children in a school setting
• Fully authorized to work now and in the future in the U.S.
• Ability to lift up to 25 pounds and standing or walking for extended periods
• Fluency in Mandarin strongly preferred