School Office Coordinator

Hours per week: 37.5 - Full Time (7:30 am to 3:30 pm with 30 minute unpaid lunch)

Position Summary:

A welcoming joyful face for St. Michael School who will be able to multitask many responsibilities from providing information in person, over the phone or in email to routing phone calls to the appropriate staff member and to organizing school and PTO information to go home with students. The School Office Coordinator will also handle many responsibilities that provide important record keeping for our school community.

Key responsibilities:

• Maintain and uphold the image of St. Michael School by being the welcoming, joyful face of Christ to everyone who enters the School Office
• Model positivity, patience, and professionalism for parents, teachers, staff, and students
• Build and cultivate meaningful relationships - one student, one teacher, and one family at a time 
• Have excellent listening, interpersonal, and customer service skills, on the phone and in person
• Have efficient time management skills, including the ability to prioritize and handle various time-sensitive and confidential tasks throughout the day
• Route telephone calls, handle inquiries, and relay clear, concise information to community
• Maintain a sense of calm and positivity when staff, visitors, or people on the phone are agitated
• Provide visitors with instructions for check-in procedures thru Lobbyguard and access to an approved school location, if applicable
• Manage and organize school correspondence including email, voicemail, and postal mail
• Maintain working knowledge of efficient office procedures and productivity
• Be proficient with technology, including RenWeb, GoogleDocs, GoogleForms, Outlook, Word, Excel, Adobe, etc.
• Maintain the ability to adapt to and learn changing office technologies and programs
• Use RenWeb to reference student schedules, family information, etc.
• Use digital templates for school flyers, such as for PTO events, filing for future reference

Other Duties and Responsibilities

• Maintain organization and cleanliness of School Office, entrance space, and back offices, in collaboration with other Office Assistant. 
• Manage student attendance 
• Complete daily student attendance records on RenWeb
• Use Renweb and LobbyGuard to efficiently manage students’ late arrivals and early dismissals   
• Support and assist Administration with a variety of tasks, including but not limited to:
  • Supporting Substitutes
    • Provide lesson plans to substitute teachers, often printed from email
  • Prepare labels and mailings for families and/or teachers  
• Faculty Bulletins
• Create draft of weekly Faculty Bulletin for Principal  
• Student and family support 
• Collect and organize materials submitted by parents and students 
• Prepare and manage weekly school communication folders
  • Print out labels with student name, teacher name, & grade
• Maintain accurate records for student birthdays, in addition to preparing birthday cards for Principal to send home each month.
• Facilitate hospitality (in collaboration with other Office Assistant) as needed, including but not limited to: professional development days, faculty meetings, Open House (morning or evening), Grandparents Day, special events such as Breakfast with the Principal, alumni receptions, and other events for current and/or prospective families or stakeholders. 
• Support PTO (Parent Teacher Organization) in the following ways:  
• Approve/edit/upload/distribute flyers
• Assists with PTO hospitality requests  
• Manage general office tasks 
• Process received orders, confirm accuracy of order, and disseminate and distribute materials to appropriate locations 
• Laminator 
• Order supplies for the Laminator
• Call/ email company for repairs 
• Support the Director of Admissions with ongoing tasks, including but not limited to: 
• Ensure that adequate admissions folders are available and up-to-date in the work room
• Maintain a sign-in log for tours electronically
• Send thank you cards to prospective families after they’ve toured (Communication has taken this task)

Minimum Requirements:

• Minimum level of Education: College degree preferred. 
• 1-2 years of work experience preferred. 1–2 years of relevant experience in other fields will also be considered.
• Minimal physical labor involved except for occasional moving of boxes or office items.
• Employment is contingent upon applicant satisfactorily passing criminal background and reference checks 
• Must complete diocese-sponsored Safe Environment Training prior to start date.