Administrative Coordinator

Career Opportunities with Gilmour Academy Careers At Gilmour Academy Current job opportunities are posted here as they become available. Subscribe to our RSS feeds to receive instant updates as new positions become available. The Administrative Coordinator provides administrative support to the Middle School and Transportation Department. This role assists with daily office operations, student and transportation records, scheduling, communication, and special projects. This position serves as a key point of contact for students, families, faculty, staff, drivers, and department leadership while supporting the efficient and organized operation of both areas. Middle School Office & Student Services Manage daily Middle School office operations, including front desk coverage, phone communications, visitor reception, building access, and general inquiries. Monitor student attendance, including absences, appointments, early dismissals, late arrivals, and required sign-in/out procedures. Maintain accurate student records, including attendance documentation, Rite of Passage records, locker assignments, and other student information. Process student messages, early dismissal documentation, and parent communication requests. Assist with student arrival procedures and enforce established attendance policies. Coordinate substitute teacher arrivals, schedules, classroom access, and building support. Monitor two-way radio communications and assist with emergency procedures and drills. Administrative & School Support Provide administrative support to the Middle School Director, including correspondence, scheduling, communication management, and assigned projects. Assist with field trips, Washington D.C. trips, Rite of Passage activities, student orientations, Meet the Teacher Night, and other school events. Prepare and organize student materials, including orientation packets, schedules, locker information, name tags, labels, and event materials. Track student self-assessment scheduling, mandated services documentation, compliance records, quarterly reports, and archival files. Provide faculty and staff support thorough printing, copying, and document preparation, and other administrative tasks. Maintain the faculty workroom, coordinate staff birthday recognition, track student birthdays, and support hallway displays and school decorations. Support a positive school culture through organization, communication, and community engagement. Office, Supply & Facilities Coordination Maintain office organization and inventory supplies; submit procurement requests as needed. Coordinate maintenance and facilities requests on behalf of faculty and staff. Manage clinic keys and provide administrative support for substitute medical personnel. Assist with operational needs related to school facilities and daily activities. Transportation Administration Provide administrative support for daily transportation operations. Assist with transportation coordination, documentation, and communication. Support communication between the Transportation Department, drivers, families, faculty, staff, and school leadership. Assist with the coordination of transportation needs for field trips, athletics, summer programs, and special events. Assist with reports, data tracking, reconciliation, and other transportation-related administrative tasks. Perform additional transportation-related duties as assigned. #J-18808-Ljbffr