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Middle School Operations Coordinator & K-8 Registrar

  • Full Time
  • Bellevue, WA
  • This position has been filled

Website Open Window School

For gifted kids who love to learn

Position Overview

The Middle School Operations Coordinator and K-8 Registrar leads and manages key domains, responsibilities and operations, in the Middle School and school wide, to ensure students and families interact with the school in ways that are efficient, proactive, responsive, and model the Bobcat Virtues.


The MS Operations Coordinator is central to the smooth running of the middle school and Robinson Hall, taking initiative to build systems that work efficiently and cultivating a strong, kind, inclusive and respectful culture. This role manages all middle school front desk activities and common spaces, builds the MS schedule, supports outplacement of 8th grade students, manages the middle school Associate Teacher schedules and their daily task assignments, organizes and communicates coverage for absent middle school faculty and staff, oversees attendance, family updates, and other duties as assigned.


The K-8 Registrar is responsible for maintaining academic records for both divisions and sending appropriate records out as needed or requested by families or other schools.


Specific Duties and Responsibilities

Operations Coordinator

  • Warmly and proactively greet visitors, parents/guardians, students, and staff in the middle school main office and direct as appropriate providing guest badges, etc. Create a welcoming, engaging environment.
  • Provide daily administrative support to the Director of Middle School and the Assistant Director of Middle School.
  • Record and communicate daily student attendance including late arrivals, early dismissals and extended absences.
  • Collates and sends MS Communication.
  • Supports preparation for opening and closing of school, in service days and auxiliary programs, and middle school events and activities as needed.
  • Coordinates 8th grade graduation organization and documents.
  • Manage and maintain the middle school calendar and room use.
  • Build, manage, and maintain the middle school schedule for students and faculty.
  • Build and communicate modified middle school schedules for special events in coordination with the Special Programs Coordinator.
  • Oversee scheduling and daily task assignment of the Middle School Associate Teachers. Coordinate and communicate coverage for absent teachers and ATs.
  • In consultation with the Director of Middle School and the Outplacement Coach, manage outplacement logistics including scheduling, communication, SSAT testing, and other support for outplacement services and events.
  • Oversee common spaces in Robinson Hall to ensure that the rooms are clean, organized, have appropriate supplies and are used effectively.
  • Inventory, order, and stock supplies for the building, middle school students and staff. Input orders and coordinate with vendors for timely delivery.
  • Perform general office duties.  Assist staff in operation of copy center facilities, materials, and equipment.
  • Other duties as assigned.



  • Maintain accurate, updated, and timely academic records for each student.
  • Send and/or upload appropriate records for students leaving Open Window School as requested by families or other schools.


Qualities & Qualifications:


  • Supports our mission statement to nurture and inspire students of high intellectual potential.
  • Demonstrates ability to work independently, collegially, and collaboratively. Is flexible and professional.
  • Positive team member who takes initiative to solve problems.
  • Strong commitment to diversity, equity, inclusion and belonging. Demonstrates sensitivity and cultural competency in cross-cultural collaboration.
  • Appreciation and knowledge of gifted adolescent development a plus.
  • Sense of humor.



  • Bachelor’s Degree and/or three or more years relevant experience.
  • Strong computer skills and proficient user of Microsoft Office, and a willingness to learn other relevant programs (e.g. Ravenna).
  • Excellent written and verbal skills.
  • Demonstrated attention to detail and strong organizational skills.


Position Details:

Manager: Director of Middle School

Compensation: $67,750 – $77,910 per year

Position Classification: Exempt, Full Time, 12 months

Hours: General hours are 7:30 am – 4:00 pm; some morning/evening/weekend work will fall outside of these hours.


Benefits include:

  • 5 weeks of vacation leave, additional sick leave and paid holidays.
  • Medical, Dental and Vision Insurance (paid 100% for employee only coverage, dependent coverage is subsidized).
  • Employer paid Health Reimbursement Account.
  • Flexible Spending Accounts.
  • 403(b) Retirement Account, Pre-tax & Roth Options (eligible for 3% employer contribution plus 3% employer match after one year of service).
  • Life and AD&D Insurance.
  • Long-Term Disability Insurance.
  • Professional development and training opportunities.


To Apply:

Please submit a cover letter describing your interest in and qualifications for this position, your resume, and answers to the Diversity Commitment Questions below on our Career Opportunities website. Applicants must submit an answer to both of the following Diversity Commitment Questions:


  • How would you define diversity?
  • Describe how you have demonstrated a commitment to diversity, equity, and inclusion in your current or prior job. If necessary, candidates can draw upon their experience in community organizations if professional experience is limited.

Please be prepared to provide 3-5 professional references and one personal reference if requested. If you are unable to apply online, you are welcome to fax your resume, cover letter, and answers to the Diversity Commitment Questions to 425-644-6320.


Open Window School does not discriminate on the basis of race, gender, color, religion, creed, disability, sexual orientation, gender identity and expression, national or ethnic origin, or other status legally protected by local, state, or federal law.