Operations Systems Coordinator

Department: Operations
Reports To: Director of Operations
Status: Full-Time, Non-Exempt
Salary Range: $31–$39 per hour
Typical Schedule: 11:00 a.m. – 8:00 p.m. (afternoon/evening presence required)
Location: Campbell Hall Episcopal School – Studio City, CA
Position Summary
Campbell Hall Episcopal School seeks a highly organized, systems-oriented professional to serve as Operations Systems Coordinator. This role oversees and optimizes the digital platforms and operational systems that support campus operations, facilities, safety, and infrastructure.

This position plays a critical role in ensuring that campus systems are accurate, integrated, user-friendly, and aligned with operational and safety priorities. The Coordinator serves as the strategic owner of multiple enterprise platforms and partners closely with Operations, Facilities, Security, and IT to enhance efficiency, compliance, and long-term asset stewardship.

In addition, this role supports the ongoing development and maintenance of the Campbell Hall Emergency Response Plan (CHERP) and serves as the lead on-site emergency coordinator during afternoon and evening hours when primary emergency managers are not on campus. This individual ensures continuity of leadership, clear communication, and coordinated response during critical incidents.

Primary Responsibilities
Systems Administration & Ownership

• Serve as primary coordinator and subject matter resource for campus systems including EMS, ARC Facilities, Siemens Asset Essentials, ACRE Feenics, Delta HVAC BMS, SchoolPass, Titan, LifeLink, Vault Enterprise, parking systems, and additional platforms as implemented.
• Configure, maintain, and optimize system settings, workflows, permissions, and data structures.
• Manage user access, onboarding and offboarding processes, and system integrity.
• Ensure platforms remain reliable, secure, and aligned with school operational goals.
• Coordinate vendor relationships, upgrades, and system improvements.

Data Integrity & Operational Reporting

• Maintain accurate asset, space, preventive maintenance, credentialing, and access-control data.
• Develop reports and dashboards to support facilities planning, budgeting, compliance, event utilization, and security audits.
• Provide leadership with clear, actionable data for informed decision-making.
• Support long-term capital planning through accurate asset lifecycle tracking.

Integration & Process Improvement

• Partner with IT and vendors to manage integrations, upgrades, and enhancements.
• Identify opportunities to streamline workflows and reduce manual processes.
• Standardize operational procedures across systems to improve consistency and accountability.
• Support cross-department collaboration to align systems with evolving campus needs.

User Support & Training

• Train faculty, staff, and operational teams on system usage and best practices.
• Develop documentation, user guides, and training materials.
• Serve as the primary point of contact for system troubleshooting and vendor coordination.

School Safety & Emergency Management

• Support implementation and maintenance of the Campbell Hall Emergency Response Plan (CHERP).
• Ensure operational systems support campus safety readiness and regulatory compliance.
• Coordinate emergency communications platforms and access control readiness.
• Serve as lead on-site emergency response coordinator during designated afternoon and evening hours when primary emergency managers are not present.
• Provide calm, organized leadership during incidents, coordinating with security, facilities, administration, and external responders.
• Maintain emergency supplies inventory across classrooms, offices, and storage caches, including routine inspection and timely replacement of expired items
• Participate in emergency drills, safety planning, and continuous improvement of response protocols.

Additional Responsibilities

• Perform other duties as assigned to support the Operations Department and the broader mission of Campbell Hall.
• Assist with special projects, audits, compliance reviews, and cross-departmental initiatives as needed.

Preferred Qualifications

• Bachelor’s degree in Facilities Management, Information Systems, Engineering, Business Operations, or related field — or equivalent practical experience.
• Experience managing enterprise systems related to operations, logistics, facilities, safety, or asset management.
• Familiarity with one or more listed systems or comparable platforms.
• Strong technical aptitude and ability to quickly learn and administer new systems.
• Experience working in a campus-based, independent school, K–12, or higher education environment.
• Knowledge of facilities operations, preventive maintenance programs, and asset lifecycle management.
• Familiarity with access control systems, security operations, or compliance standards.
• Experience supporting emergency preparedness or safety initiatives.
• Project management experience related to system implementation or process improvement.

Core Competencies

• Systems thinking and attention to detail
• Process optimization and continuous improvement
• Calm leadership under pressure
• Strong organizational and problem-solving skills
• Clear communication with both technical and non-technical stakeholders
• Discretion and professionalism in handling sensitive information
• Commitment to school safety and operational excellence

Candidates who demonstrate strong analytical thinking, systems ownership, leadership presence, and the ability to learn quickly are encouraged to apply, even if they do not meet every listed qualification.

EQUAL EMPLOYMENT OPPORTUNITY
Campbell Hall believes in and operates on the premise that it is the right of all persons to seek work and to advance on the basis of their individual merits, ability, and potential. Campbell Hall has been, is, and will continue to be, strongly committed to the principle that equal employment opportunity must be afforded to all persons regardless of race, color, ancestry, national origin, religion, gender, pregnancy, sexual orientation, family care status, veteran status, marital status, age, medical condition, and disability.