Office Coordinator, 26-27, FT

Office Coordinator Job Description 2026-27 About Cascades Academy Cascades Academy was founded in 2003 with a deep commitment to experiential learning, academic excellence, and community engagement. The school is a leader in innovative, 21st century education and will be the first school in Oregon to implement the Mastery Transcript (sending class of 2027). Now in its 23rd year, the school has grown to 240 students PreK-12 and has expanded its campus footprint to include 45 beautiful acres on the scenic Deschutes River. The school is actively considering its next phase of campus master planning to accommodate future enrollment growth and strategic initiatives. Cascades Academy strives to cultivate and maintain a supportive, inclusive community for all employees and actively promotes access and inclusion. Cascades Academy values employees who are committed to our mission, are prepared to engage fully in a learning community, and are excited to bring their authentic selves to work. Cascades Academy's culture is highly collaborative and puts what is best for students at the center of the work. Regularly named one of the Best Nonprofits to Work for in Oregon , our faculty and staff see each other as teammates and feel motivated to do their best work here. Position Summary The Office Coordinator oversees the smooth operation of the school's front desk and performs general administrative duties in support of the admin team. Working hours for the Office Coordinator are 7:30 am-4:00 pm with a half-hour lunch break. Front desk coverage during lunch is provided by another member of the administrative team. This position requires the ability to maintain confidentiality and discretion. Additional evening and weekend hours will at times be needed for events throughout the year The Office Coordinator reports to the Executive Assistant to the Head of School. Responsibilities Family & Student Engagement Greet visitors and guests, ensuring proper sign-in procedures are followed. Be the warm and welcoming face/voice of the school Engage with families, students, and staff daily; troubleshoot incidents as they arise and provide excellent customer service. Monitor various communication channels from a variety of sources (Parent Square, Skedda, Blackbaud Student Information System, Google Chat, school social media accounts, admin meetings) to maintain daily situational awareness Communicate with staff and the community as daily school activities unfold. Assist the Volunteer Coordinator in facilitating the efforts of volunteer activities throughout the day Evaluate situations involving staff, students, parents, or the public to take appropriate action or direct personnel toward resolutions. Student Management & Attendance Track parent communications regarding student attendance and enter data into the SIS database. Ensure accurate recording of late arrivals and early departures in SIS Follow up promptly on any unexcused absences Assist the Registrar with student records, records requests, grade reports, and transcripts as directed. Prepare files for incoming students, request records, and file received information. Prepare files for outgoing students, send them to requesting schools, and scan or file documents as indicated. During the year, upload MAP scores and Semester Progress Reports (PLP) to student files Coordinate and execute student picture days and make-ups. Upload student photos to SIS Administrative Duties Daily Opening/Closing of School Prepare coffee for employees and maintain the faculty workroom and kitchen. Open/close front desk window Check voicemail Maintain access to and security of student files End of day walk through of school: secure doors and windows Prepare materials for substitutes (attendance sheets, keys, laptops) and communicate daily substitute status to staff. Check mail and distribute to appropriate mailbox Send outgoing mail and packages as requested by members of the administrative team Answer phones, transfer calls, and deliver messages promptly. Maintain voicemail message for holidays, breaks, and school closures Manage traffic flow and noise in the office to maintain a productive working environment Weekly/As needed A. Core Administrative Coordination Coordinate weekly admin meetings; collect agenda items, update calendars, and take minutes. Assist with the execution of daily lunch services as requested by lunch coordinators B. General Office & Resource Management Maintain an inventory of office supplies with budget guidance from the Business Office and the Executive Assistant to the Head of School Maintain office equipment, tools and work areas in the faculty workroom (e.g. cleaning, load supplies, clear paper jams, etc.) ensuring a safe working environment and the availability of needed items. Request service and supplies for copiers and kitchen appliances; communicate any repair work and estimated downtime to staff. Maintain forms in faculty workroom and admin wing Stock general staff kitchen supplies Organize and maintain the lost and found area Manage the school vehicle check-out materials, including binders, clipboards, and park passes. Assist with mailing school correspondence Calculate, order, and maintain the mail meter C. Annual/As-Needed Systems Setup Update phone rosters and phone system at the beginning of the school year and as needed Update copier machine directory at the beginning of the school year and as needed Orient new staff to teacher workroom and resources Health and Wellness Maintain a current first aid and CPR certification Point of contact for student and staff first aid needs Administer students' prescription medication Stock and order wellness room supplies under the guidance of the Health Coordinator Keep up to date on emergency policies and staff roles Other Administrative Team Responsibilities Print all receipts and acknowledgment letters for gifts and auction donations. Support school events such as Admissions Nights, Ed Series, Back to School Night, and spring fundraisers. Tasks may include data entry, procurement, managing sign-in sheets, and preparing nametags or mailings. Create content for electronic display boards and entry screens for various announcements and occasions. Order meals for meetings and professional development days Assist the Risk Management Coordinator in keeping emergency supply bags updated with current class rosters. Other duties as assigned

Prefered Skills and Qualifications:

Ability to work well with faculty, staff, parents, and the community. Strong organizational and communication skills Proficiency with the Google Suite, Excel and Student or Donor management systems Demonstrate flexibility and adaptation to changing activities and priorities Ability to maintain confidentiality and handle sensitive information with integrity Physical Requirements Requires mobility to traverse campus to accompany and assure the safety of children. This may include moving between buildings multiple times throughout the workday and bending, squatting, stooping, and kneeling. Ability to occasionally lift up to 30 pounds. Must be able to consistently and clearly communicate with children, colleagues, and families. Position Details Title Office Coordinator Reports to Executive Assistant to the Head of School Start Date July 2026 Schedule Full-Time Compensation Dependent on experience. Benefits Cascades Academy offers the following benefits to all employees with a .75 or higher position: Medical, vision, and dental insurance for the employee 403b retirement plan with 4% employer match Optional pre-tax flexible spending health and child care accounts Paid vacation time 10 paid sick days per year Professional development opportunities Free salad bar Free after school care for faculty/staff children who are current students Application Instructions To apply, please complete the application on our website , including your resume, cover letter, and at least two letters of recommendation. No phone calls, please. It is the policy of Cascades Academy to provide equal employment opportunity, regardless of race, color, sex, age, national origin, religion, physical or mental impairment, sexual orientation, veteran's status or any other status protected by applicable law. Specifically, employment opportunities are and shall be open to all qualified applicants solely on the basis of their experience, aptitudes, abilities and training; advancement is and shall be based on the individual's achievement, performance, ability, attitude and potential for promotion.