About this role
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.