Administrative & Family Engagement Coordinator Ivybrook AcademySchedule:
Part-Time | Monday-Friday | Approximately 8:00 a.m.-2:00 p.m. About the Role Ivybrook Academy is seeking a warm, organized, dependable, and highly personable Administrative & Family Engagement Coordinator to serve as one of the primary connections between our school and our families. This is much more than a traditional administrative assistant position. This person will often be the first voice a prospective family hears, the first face families see when they arrive, and a consistent point of contact throughout their experience at Ivybrook Academy. The ideal candidate genuinely enjoys working with people, communicates confidently and professionally, is highly organized, and is comfortable moving between administrative responsibilities, family communication, enrollment support, and occasional classroom support. What You'll Do Family Communication & Front Office Support Serve as a welcoming and professional presence for current and prospective families Answer incoming phone calls and respond to parent and prospective-family messages Assist families with general questions and direct more complex questions to school leadership when appropriate Make parent outreach calls regarding student absences, illnesses, missing information, or other school-related needs Help create and distribute school communications, including weekly newsletters, reminders, and announcements Build positive relationships with families and help ensure they feel informed, welcomed, and connected to our school Enrollment & Tour Support Respond to prospective-family inquiries by phone, email, and other communication channels Share information about Ivybrook Academy's programs, philosophy, and enrollment process Schedule and coordinate school tours Assist with welcoming prospective families during the tour process Conduct timely post-tour follow-up with prospective families Follow up with enrollment leads and help families complete necessary enrollment steps and paperwork Maintain organized and accurate prospective-family and enrollment records Administrative Support Assist with filing, paperwork, record organization, data entry, and general office processes Help maintain organized student and family records Support school leadership with day-to-day administrative projects and tasks Assist educators with administrative needs, copies, materials, communication, and other operational support Help ensure the front office and common areas remain organized, professional, and welcoming School & Classroom Support Because we are a collaborative early childhood school, every team member helps where needed.
This position will also:
Assist with morning arrival/drop-off and afternoon dismissal/pick-up Provide brief classroom coverage so educators can take bathroom breaks or attend to other needs Occasionally assist in a classroom when additional support is needed due to staff absences or scheduling needs Support school events and other day-to-day operational needs as they arise Who We're Looking For We are looking for someone who is: Exceptionally warm, friendly, and comfortable communicating with families Professional and confident on the phone and in person Organized and able to keep track of multiple follow-ups, deadlines, and responsibilities Reliable, punctual, and consistent Detail-oriented with paperwork and records Comfortable taking initiative and identifying what needs to be done Able to communicate professionally in writing Comfortable learning new systems and technology Flexible and willing to support different areas of the school when needed Positive and calm in a busy environment Genuinely excited about working in an early childhood education setting Qualifications High school diploma or equivalent required Previous administrative, customer service, front-office, enrollment, hospitality, or family-facing experience preferred Experience in a preschool, childcare center, school, or other educational setting is a plus, but not required Strong verbal and written communication skills Basic computer and technology proficiency Ability to maintain confidentiality when working with student, family, and employee information Must be able to successfully complete all background screening requirements applicable to employment in a Florida childcare facility, including a Level 2 background screening Must be willing to complete required Florida Department of Children and Families (DCF) childcare training within applicable timelines Must be comfortable occasionally providing support within preschool classrooms Schedule This is a part-time, Monday-Friday position, approximately 8:00 a.m.-2:00 p.m. The schedule is designed to allow this team member to be present during important parts of the school day, including morning arrival, family communication and administrative work during the day, and afternoon dismissal. The Person Who Will Thrive in This Role You may be a great fit if you are the kind of person who remembers to return the phone call, notices when paperwork is missing, enjoys making a new family feel welcome, follows up without needing to be reminded, and is willing to jump in and help when the school needs an extra set of hands. At Ivybrook Academy, families entrust us with what matters most to them. We are looking for someone who understands that every phone call, tour, follow-up, and interaction contributes to the experience families have with our school. If you are organized, people-focused, proactive, and excited about being an important part of a growing early childhood school community, we would love to hear from you.
