Project Operations Associate Jobs in Pennsylvania

Operations Associate

Location: Philadelphia Hebrew Public (3300 Henry Avenue Philadelphia, PA 19129)

Start Date: Immediate

Compensation: $35,000 to $45,000

Schedule: 12-month, full-time, onsite 

Contact: jobs@hebrewpublic.org

PHP is part of a small and growing network of schools operated by Hebrew Public: Charter Schools for Global Citizens. We are a secular organization that welcomes candidates of all backgrounds to join our supportive and inclusive community. Our network of public charter schools serves children from all backgrounds and helps them become global citizens who are great problem solvers, aware communicators, and lifelong learners who make a positive difference in the world around them. Our schools are models of racial and economic integration, academic excellence, and world language learning. Join us in building something extraordinary!

Great staff transform student lives. At Hebrew Public, you will be part of a team dedicated to improving student outcomes and helping students grow into empathetic, ethical, and curious global citizens. 

Salary and benefits will be highly competitive, equitable, and commensurate with experience. Starting salaries range from $35,000 to $45,000 based on experience and qualifications.

Potential benefits* include:

• Health Coverage: Medical: Employer covers 85% of premiums, Dental: Employer covers 85% of premiums, Vision: 100% covered by employer.
• Retirement: 5% Employer Match of your annual salary dollar for dollar. No vesting period.
• Additional Compensation: Opportunities for performance bonuses and additional stipends.
• Wellness Matters: Mental health resources and employee assistance programs.
• Perks for You: Discounts on wellness programs & gym memberships
• Generous Paid Time Off: Enjoy 20+ holidays, 10 PTO days (10 month staff) and 14 PTO days (12 month staff)
• Family First: 6 weeks paid parental leave for primary caregivers and 4 weeks for non-primary caregivers when welcoming your new child.
• Fertility Services: Coverage of fertility services and minimal out-of-pocket costs
• Health Care & Dependent Care Flexible Spending Accounts: Up to $3,000 in HRA funds
• Employer-Paid and Voluntary Life Insurance: AD&D benefit of one times salary up to a maximum through UNUM. This valuable benefit is provided at no cost to you.
• Learn & Grow: Access to workshops, certifications, and ongoing professional development
• Advance Your Career: University partnerships for certification. 
• Travel: Opportunities for global travel experiences.

*Benefits packages vary depending on the role.

The Operations Associate is the front-line anchor of Philadelphia Hebrew Public This is a fast-paced, high-responsibility role that keeps the school running day to day. You will support the front office, oversee attendance, communicate with families, maintain student records, and respond to urgent needs as they arise. It requires strong organization, clear communication, and the ability to stay calm and effective while juggling multiple priorities.

Reporting to the Director of Operations, the Operations Associate ensures that essential systems run smoothly so teachers can teach and students can learn. This role is ideal for someone early in their career who is driven by purpose, eager to build operational skills, and ready to contribute to a mission-focused school community.

Candidates do not need to speak Hebrew. We strongly encourage applicants from traditionally underrepresented backgrounds to apply.

• Serve as a welcoming, dependable front-line representative for the school community-greeting students, families, staff, and visitors with warmth and professionalism
• Manage student information systems such as PowerSchool, Infinite Campus, Compass, and ParentSquare with precision and timeliness
• Prepare and track compliance documentation for local, state, and federal requirements
• Process procurement requests, manage inventory, and ensure proper distribution of materials and supplies
• Maintain a high-standard office environment and support event planning, vendor coordination, and communication
• Collect, track, and report attendance data, meal sheets, and other required administrative documentation
• Oversee all aspects of the enrollment process, including digital systems management, document collection, and direct family engagement
• Support coordination of student transportation, partnering with the School District of Philadelphia and external transportation vendors
• Take ownership of additional projects and tasks that align with the school's mission and operational needs

Student and Family Engagement

• Build and sustain strong, trust-based relationships with families and staff
• Manage all family communication via ParentSquare, ensuring timely, clear, and culturally responsive messaging across email, text, and calls
• Foster a culture of service, reliability, and respect in every interaction

Attendance

• Support daily attendance operations-ensuring data accuracy, reviewing tardies/absence notes, and following up on missing submissions
• Lead communication for attendance compliance, including required notifications and documentation

Communication and Management

• Manage afternoon front desk operations with a professional, solutions-oriented approach
• Maintain regular, effective communication with school leadership, staff, and families via email, newsletters, and digital platforms

File management and Compliance

• Ensure student files are meticulously organized and compliant with all regulations
• Manage secure collection, transfer, and storage of sensitive student records

• 1-3 years of experience in customer service, administrative support, front desk, or school office work (required). School operations experience is a plus, not a requirement, we will train.
• Previous charter school experience is highly preferred. 
• High school diploma or equivalent required; higher education degree preferred.
• Comfortable with Microsoft Office and Google Workspace; eager to learn new systems (SIS platforms, ParentSquare, etc.).
• Demonstrated experience working with children and/or families, ideally in an elementary school, after-school, camp, daycare, or community-based setting.
• Strong written and verbal communication skills in English; Spanish fluency preferred.
• Physically able to lift up to 50 pounds (materials, supplies, etc.) and stand at a front desk for extended periods.

You're a Strong Fit If You:

• Own your work: You take pride in what you do because you know strong systems create safe, consistent, and supportive environments for all students. You follow through and step in when something needs to get done.
• Adapt with care: You stay flexible and steady when plans shift - keeping student safety, dignity, and learning at the center of every decision.
• Care about the details: You understand that accurate attendance, records, and compliance are critical to ensuring every student is seen, supported, and accounted for.
• Build strong relationships with families: You communicate with warmth and respect, valuing families as essential partners in their children's education and honoring the diversity of the community you serve.
• Show up for students every day: You are reliable, prepared, and bring positive energy because students thrive in schools that are structured, responsive, and caring.
• Grow with purpose: You're excited to learn, open to feedback, and committed to building a career that supports excellent, equitable schools for all students.

We are committed to building a team that reflects the communities we serve. Candidates of color and those from backgrounds that are underrepresented in school leadership roles are particularly encouraged to apply.  Don't meet every single requirement?  We know the confidence gap and imposter syndrome can get in the way of meeting spectacular candidates, so please don't hesitate to apply, ewe'd love to hear from you.

If you need accommodations or assistance due to a disability, please reach out to us at jobs@hebrewpublic.org. This information will be treated as confidential and used only for the purpose of determining an appropriate accommodation for the interview process.

For more information please visit our websites below. 

CMO Website: www.hebrewpublic.org

School Website: https://philadelphiahebrewpublic.org/ 

Apply today at jobs@hebrewpublic.org and be part of something extraordinary.