Office Coordinator

Job Title: Office Coordinator Position Type: Full-time (Hourly) Reports To: Business and HR Manager To Apply: Email resume and cover letter to View email address on click.appcast.io — About The Ancona School The Ancona School (Ancona) is an independent school located in Chicago's historic Hyde Park Kenwood community, educating students 3 years old through 8th grade. Since our founding in 1962, Ancona has been dedicated to diversity in both our community and our curriculum, which draws upon the Montessori and Progressive Education models. Social justice education is the cornerstone of Ancona’s mission as a school; it informs what we teach and how we teach it. At every grade level, Ancona students learn to identify inequality and are empowered to address injustice in the world. At Ancona, we seek diversity in our faculty and staff to broaden students’ academic experiences and to enrich our school community. Ancona is looking for individuals who will contribute to our social justice mission and embrace the rich diversity of our school and city as we prepare our students for an increasingly complex world. Candidates must be sensitive to the needs of, and possess an interest in, working in a school community that is diverse with regard to gender, race, ethnicity, religion, nationality, sexual orientation, gender identity and expression, and disability status. Essential Job Functions Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this role. Building Operations & Safety Open the building promptly at 7:30 am each day to welcome students and families. Monitor building access using the digital check-in system and security cameras, maintain visitor logs, and issue emergency notifications as needed to ensure safety. Receive and distribute packages, collect packing slips, and ensure timely delivery to the appropriate staff. Be proactive in making visitors feel welcome by maintaining the visitor desk and lobby area with helpful signs and decorations; keep the coffee machine in the lobby cleaned and stocked. Assist with car line for ~30 minutes per day by helping to ensure that students are picked up safely by parents at dismissal (3:00 pm to 3:30 pm). Front Desk & Visitor Relations Serve as the primary point of contact for all school visitors, students, and parents, representing administrators in their absence by addressing inquiries and concerns in a professional manner. Answer phone calls and respond to in-person inquiries, forwarding messages or calls to appropriate personnel. Read and reply promptly to emails. Stay informed about school operations and programming to provide accurate information and guidance. Facilitate communication between staff, families, students, and external agencies. Greet prospective families warmly upon arrival for tours, interviews, or shadow days, creating a welcoming first impression. Answer phone calls and emails from prospective families in a professional, friendly manner, providing basic school information and directing inquiries to the admissions team. Assist with setup, check-in, and cleanup for admissions events. Escort prospective families to meeting spaces or classrooms as needed. Communicate observations from family interactions to the admissions team to support relationship building and follow-up. Registrar, Student Attendance, Support, & Supervision Handle Registrar-related duties, including maintaining student records, student schedule shifts, and updates to student and family information. Monitor daily student attendance, send reminders to teachers, and contact families regarding unexpected student absences. Update student and school data across various electronic platforms. Build relationships with students and families to ensure a welcoming and secure school environment. Supervise students referred for illness or disciplinary reasons when the nurse or administrators are unavailable, maintaining a safe and secure environment. Manage scheduling and logistics for field trips. Provide students with basic first aid and medication administration when the nurse is unavailable. Manage student arrivals and departures using an electronic system, verifying authorized guardians during early dismissals. Procurement Collaborate with the Business Office in managing procurement for the school, including, but not limited to: Managing all centralized purchasing for teachers and staff. Scheduling weekly grocery orders. Receiving and distributing packages. Administrative Support Provide ongoing support to school administrators, including, but not limited to: Screening calls, fielding inquiries, and responding to emails. Support ongoing efforts to digitize files and records. Coordinate and manage substitute teacher scheduling and assignments. Requirements Demonstrated administrative and customer service experience, with the ability to manage multiple priorities in a fast-paced environment. Excellent communication, interpersonal, and relationship-building skills; able to serve as a welcoming and professional representative of the school. Strong organizational skills, attention to detail, and ability to maintain accurate records while handling confidential information with discretion. Proficiency with Google Workspace, MacOS, Microsoft Office, and the ability to learn and effectively use student information, attendance, visitor management, and other school-based systems. Ability to work independently and collaboratively, support student supervision and safety, and perform occasional physical tasks such as receiving packages, setting up materials, and assisting with arrival and dismissal procedures. Expected Hours of Work Monday–Friday, 7:30 AM – 3:30 PM Year-round, full-time hourly position. Compensation and Benefits Hourly compensation for this role is commensurate with experience ($20-$25/hour). The Ancona School offers a comprehensive benefits package to all full-time employees, including medical, dental, and vision coverage, 403(b) with employer match, tuition remission, life insurance, and more. #J-18808-Ljbffr National Association of Independent Schools