Front Office Administrator

Position Summary:

The Front Office Administrator is a welcoming face of our school and ensures smooth daily operations. This role manages front desk responsibilities, visitor coordination, communication systems, and supports staff with administrative tasks such as attendance, medical needs, and maintaining accurate records in our school information system. The ideal candidate is organized, detail-oriented, and skilled in multitasking within a dynamic school environment.

Responsibilities:

• General Office Tasks
  • Manage phone calls and the general school email address
  • Greet, direct, and track visitors in accordance with school procedures
  • Receive, sort, and distribute mail and package deliveries
  • Monitor the front entrance and security systems/screens
  • Communicate maintenance and cleaning needs to appropriate staff
  • Oversee lost-and-found and uniform resale
  • Support coordination of daily operations, duty coverage, and school events
  • Manage inventory of general office supply closet
  • Assist with ordering and maintaining supplies for faculty, staff, aftercare programs, and copier equipment
  • Assist with coordination, organization, and data management for extracurricular activities, field trips, and volunteer program
• Attendance & School Pass
  • Track attendance records for students
  • Manage and track late arrivals and early dismissals
  • Prepares correspondence to parents to advise them of excessive absences according to established policies and procedures
  • Pull weekly reports and send to AP
  • Manage carline software School Pass and coordinate dismissal with Chief of Staff and Dean of Students
• Student Medical Needs
  • Administer and maintain medication and first aid
  • Maintain records of student action plans
  • Maintain inventory of nursing supplies
  • Data entry for doctor’s notes
• Lunch Program
  • Manage lunch operations
  • Run daily vendor and student order reports
  • Maintain inventory of lunch program and events storage units—including all food, condiments, and utensils
  • Coordinate and schedule many lunch volunteers to pass out lunches accurately
  • Train lunch volunteers
• School Information System
  • Assist with maintaining and updating data for families in SIS (FACTS).
  • Develop and prepare customized reports such as emergency information sheets for each classroom in the school as well as master copy in front office and vans.

Minimum Requirements:

• Associates Degree or College/University Degree.
• Bilingual (preferred)
• Considerable knowledge of Microsoft Office Online including Word and Excel.
• Ability to learn new tech-based tools quickly
• Critical thinking and problem-solving skills.
• Effective oral and written communication skills.
• Data entry and management skills.
• Ability to meet deadlines, work independently or as a team member.
• Ability to establish and maintain effective working relationships with school staff, external agencies, students, parents, and the community.
• High degree of professionalism and discretion as the face of the school and a staff member who processes and handles confidential information regularly.

Hours and Expectations

• 12-month staff employee, with possible adjusted summer hours
• 7:30-3:30 Front office hours daily