School Admin - Front Office and Outreach Coordinator

Job Description

Job Description

Location: Pinnacle Charter Schools – Tempe, Arizona (On-site).

About Us:

MGRM Pinnacle operates Pinnacle Charter Schools, a Cognia-accredited network of public charter schools serving students across Arizona. Established in 1995, we have supported students for more than 30 years through flexible, student-centered educational options.

Our students complete their coursework through a technology-supported instructional model, while our physical campuses provide structure, academic support, personal connection, and a welcoming environment where students can stay engaged and make progress toward graduation.

The Opportunity:

We are seeking a resourceful, welcoming, organized, and highly communicative individual to join our Tempe campus as a Front Office & Outreach Coordinator . This is a hands-on front office position with significant daily phone and communication responsibilities . You will serve as the primary point of contact for students, families, prospective families, and visitors while helping keep the front office organized, responsive, and running smoothly.

Throughout the day, you will manage incoming calls and inquiries while also conducting outgoing calls to students and families related to attendance, engagement, enrollment, application follow-up, and outreach . The right person for this role should be comfortable spending a meaningful portion of the workday on the phone, initiating conversations, following up consistently, documenting outcomes, and communicating with people from a wide variety of backgrounds.

Beyond reception and communication, you will help maintain student records, support campus compliance, monitor daily site needs, and contribute to a welcoming and well-organized school environment.

What You'll Do:

Front Office, Phones & Family Communication:

• Serve as the primary front-office point of contact for students, families, prospective families, visitors, and community members.
• Manage a high volume of incoming and outgoing calls throughout the workday with professionalism, patience, and warmth.
• Respond promptly and professionally to incoming calls, emails, messages, and in-person inquiries; provide accurate information, take detailed messages, and route matters appropriately.
• Make proactive outgoing calls to students and families regarding attendance, enrollment, missing documents, student engagement, re-engagement, and other school matters.
• Follow up consistently when students or families cannot initially be reached.
• Maintain accurate documentation of calls, outreach attempts, conversations, and outcomes in designated school systems.
• Greet students, families, and visitors warmly while managing visitor sign-ins, mail, deliveries, and other daily reception responsibilities.

Attendance, Student Engagement & Follow-Up:

• Record and monitor daily attendance for students attending the campus, ensuring accurate and timely entry into school systems.
• Contact absent students and families promptly, document outreach efforts, and escalate patterns of absenteeism, disengagement, or potential withdrawal to the appropriate student services team.
• Conduct follow-up and re-engagement outreach to students who have stopped attending or may be at risk of withdrawing.
• Build positive relationships with students and families that encourage consistent attendance and continued enrollment.
• Support students with day-to-day questions and technology navigation while communicating relevant student concerns to instructional, advising, and student services staff.

Enrollment & Prospective Family Support:

• Respond to prospective student and family inquiries by phone, online, email, or in person, providing clear and accurate information about Pinnacle's programs and enrollment requirements.
• Guide prospective families through the application process and help them understand required documentation and next steps.
• Log all inquiries, leads, walk-ins, and follow-up activity accurately in the school's CRM.
• Conduct outgoing follow-up calls to prospective families and individuals with pending or incomplete applications.
• Collect and review enrollment applications and supporting documents for completeness and forward completed applications to the appropriate District Office/Admissions personnel within required timelines.
• Coordinate with Admissions and Student Services to support new and returning students, including orientations, school tours, and other enrollment activities.

Site Operations & Compliance Support:

• Maintain a clean, organized, and welcoming campus environment, conducting daily walkthroughs to identify presentation, safety, maintenance, or operational concerns.
• Help maintain required campus postings, compliance binders, inspection certificates, visitor records, and other documentation to support audit and regulatory readiness.
• Maintain organized on-site student files and assist with correcting missing or inaccurate documentation.
• Monitor basic site supplies and promptly report replenishment, equipment, maintenance, or safety needs to Operations.
• Provide general administrative support, including filing, copying, organizing materials, and maintaining required logs.

Community Outreach & Re-Engagement:

• Conduct phone-based and community outreach to increase awareness of Pinnacle's programs and connect with prospective students and families.
• Reach out to withdrawn, disengaged, or former students who may benefit from returning to school.
• Participate in community events, enrollment activities, and other outreach efforts while representing Pinnacle professionally and documenting outreach activities and outcomes.

Reporting & Accountability:

• Maintain accurate records of attendance, calls, student and family contacts, enrollment inquiries, and outreach activities, and complete required daily and weekly reports on time.
• Follow through on assigned calls and outstanding matters until they are resolved, escalated, or appropriately transferred.
• Communicate promptly with supervisors when student, family, operational, or compliance matters require assistance or escalation.

Who You Are: You may be a strong fit for this position if you:

• Enjoy talking with people and are comfortable spending a significant portion of your workday on the phone.
• Are confident making incoming and outgoing calls, initiating conversations, communicating professionally, and following up persistently when students or families are difficult to reach.
• Can manage ringing phones, students at the front desk, emails, administrative work, and changing priorities without becoming overwhelmed.
• Are organized, proactive, and reliable with follow-through, documentation, deadlines, and routine reporting.
• Have strong customer service instincts and understand the importance of making students and families feel welcome.
• Are comfortable learning and using multiple technology platforms, including email, spreadsheets, CRM systems, and student information systems.
• Bilingual English/Spanish skills are strongly preferred.

Qualifications:

• Associate's degree or higher preferred.
• 2+ years of experience in front office, administrative support, customer service, call center, enrollment, outreach, student services, or a related role preferred.
• Prior experience in a position involving frequent inbound and/or outbound telephone communication is strongly preferred.
• Experience in a school, youth-serving organization, healthcare office, social services environment, or other high-contact setting is a plus.
• Strong communication, interpersonal, computer, organizational, and record-keeping skills.

Why This Role Matters:

The front office shapes how students and families experience our school. You may be the person who answers a parent's first call, welcomes a student through the door, follows up when a student stops attending, helps a prospective family complete an application, or reconnects with someone considering leaving school. This role requires more than answering phones or managing a reception desk. It requires warmth, persistence, organization, follow-through, and a genuine willingness to communicate with people throughout the day. If you enjoy being at the center of a busy front office and seeing the direct impact of your work on students and families, this could be a strong fit.

Compensation & Benefits:

Compensation for this position is competitive and based on qualifications and prior experience. We offer a comprehensive benefits package that includes medical, dental, and life insurance coverage, as well as an employer retirement contribution.

Equal Opportunity Employer:

MGRM Pinnacle Inc. is an equal opportunity employer committed to building a diverse and inclusive workplace. We do not discriminate on the basis of race, color, gender, age, disability, religion, sexual orientation, national origin, ethnicity, or any other status protected by applicable law. Candidates from all backgrounds are encouraged to apply.