Administrative Assistant/Front Office Coordinator

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.