Administrative Assistant/Front Office Coordinator

The Odyssey Preparatory Academy

Odyssey Institute - Buckeye, Arizona This job is also posted in The Odyssey Preparatory Academy, Family of Schools

Job Details

Job ID:

5931648

Application Deadline:

Posted until filled

Posted:

Sep 17, 2026 6:00 AM (UTC)

Starting Date:

Immediately

Job Description

Administrative Assistant/Office Coordinator

Position Summary:

The Front Office Coordinator/Administrative Assistant plays a vital role in supporting the daily operations of the school by serving as a central point of communication for students, families, and staff. This position requires strong organizational skills, attention to detail, and the ability to manage multiple responsibilities in a fast-paced environment while maintaining a welcoming and supportive front office atmosphere.

This is a 10 month position - Position operates through the last day of school and graduation and begins again 3 weeks before the new school year begins.

Key Responsibilities:

• Front Office Support & Communication
• Assist receptionist with answering phones, emails, and relaying messages to principals and staff
• Greet and assist visitors, students, and staff in a friendly and professional manner
• Schedule appointments for parents and school administrators
• Maintain communication logs between parents and principals
• Serve as a point of contact for front office operations during emergencies and drills
• Assist Principal with mail merges for the following items and others as requested:
• Monthly Awards
• End of Year Awards
• Honors Acceptance and Rejection Letters
• Add announcements to the TV's daily/weekly and remove expired announcements efficiently
• Assist with weekly newsletter to parents under guidance of the Principal and Assistant Principal
• Assist with Professional Development Calendaring of events as well as the HS com calendar
• Attendance & Student Support

Manage daily attendance processes, including:

Inputting and verifying attendance records

Following up with teachers regarding missing attendance

Report teacher attendance documentation concerns to the principal

Running attendance reports for administration and counseling teams

Monitoring tardiness and excessive absences

Communicating with families excessive absences and possible loss of credit

Process and organize attendance appeals

Communicating attendance concerns to counselors and the principal

Support enforcement of student handbook policies, including dress code and behavior expectations

Assisting Dean with Tardy Referrals

Assisting Dean with Behavior Referrals

Track and communicate cell phone/headphone violations

Staff & Classroom Support

Run teacher reports such as grade input tracking

Report information for teacher gradebook compliance weekly to the Principal

Weekly check of teacher artifact submission

Organize and communicate classroom repair and technology needs with Facilities and IT

Submit and track staff order requests with administrative approval through Seamless Docs

Student Information & Technology

Create student email accounts and assist with StudentVUE access and Toddle access

Track 10-day drops and maintain student data records while communicating information with the district registrar and the principal

Collect and redistribute student devices as needed

Health Office Support

Maintain a clean, organized, and compliant health office

Manage student health records (electronic and physical)

Administer medications to students and staff as required

Respond to student and staff medical emergencies (grades 6-12)

Complete incident reports and communicate with administration

Coordinate and track hearing and vision screenings and required state reporting

Communicate with families regarding health concerns

Operations & School Support

Assist families with student registration

Track and manage school programs and activities, including:

Fundraisers

Field trips

45-day screenings

Support graduation preparation, including materials and organization

Assist with state testing as needed

Maintain and create spreadsheets and reports for school leadership

Office & Community Engagement

Organize and maintain front office and storage spaces

Coordinate staff appreciation efforts such as monthly birthday celebrations

Manage front office sales (e.g., book sales)

Distribute and manage incoming/outgoing mail

Qualifications:

Strong organizational and multitasking skills

Excellent communication and customer service abilities

Ability to maintain confidentiality and professionalism

Proficiency with spreadsheets, databases, and general office technology

Ability to respond calmly and effectively in high-pressure situations

Work Environment:

This role operates in a fast-paced school front office environment and requires frequent interaction with students, families, and staff. Flexibility, teamwork, and a solutions-oriented mindset are essential.

Position Type:

Full-Time

Salary:

$16.06 to $16.06 Per Hour

Job Requirements

Citizenship, residency or work visa required