Front Office Coordinator & Attendance Manager

Front Office Coordinator and Attendance Manager

The Front Office Manager and Attendance Manager serves in the operational hub of the school and the primary ambassador for the campus experience. As the first point of contact for students, families, faculty/staff, and visitors, this role is responsible for creating a welcoming, organized, and secure environment that reflects the values and culture of the school.

The Front Office Manager oversees the daily operations of the front office, manages student attendance systems, supports student health and safety protocols, and serves as a trusted administrative partner to the Head of School's Office. Success in this role requires exceptional judgment, discretion, organization, and interpersonal skills, as well as the ability to balance multiple priorities in a dynamic school environment.

The ideal candidate is a calm and poised problem-solver who thrives in a fast-paced setting, anticipates needs before they arise, and builds strong relationships across all constituencies of the school community. Reliability is a must.

Key Responsibilities

Front Office Management & Community Engagement

• Manage the daily operations of the front office and reception area, ensuring an organized, welcoming, and inclusive environment.
• Serve as a primary point of contact for students, families, faculty, staff, trustees, and visitors.
• Communicate with warmth, professionalism, and discretion in person, by phone, and via email.
• Provide accurate and timely information regarding school events, programs, and procedures.
• Partner with the Director of Operations and campus safety personnel to maintain a secure campus environment.
• Respond calmly and effectively to unexpected situations and emergencies.

Attendance Management

• Manage attendance databases and maintain accurate records of absences, tardies, and early dismissals.
• Communicate with families regarding attendance matters.
• Prepare attendance reports for Deans and school leadership.
• Ensure attendance procedures are implemented consistently and efficiently.

Student Health & Safety and Security

• Maintain student emergency, health, and safety records.
• Follow up with families to ensure required health documentation is complete and current.
• Administer medications in accordance with school protocols and maintain required documentation.
• Maintain medical and first-aid supplies and incident records.
• Provides vigilant observation and security at the main entrance.
• Maintains the security sign-in kiosk, assists visitors, and ensures that only authorized individuals are granted access to campus.
• Maintains readiness and competence in activating school-wide emergency alarms and communication systems in the event of a critical incident.
• Support emergency response procedures and campus safety initiatives.

Administrative Support

• Serves on the Head of School's Office team, exercising exceptional judgment and confidentiality.
• Serve as a professional gatekeeper, directing inquiries appropriately and supporting efficient communication across the school.
• Protect confidential information related to students, families, and personnel matters.
• Assist with special projects, events, and faculty and staff initiatives.

Operational Continuity & Community

• Coordinate mail distribution, staff work room supply ordering, and inventory management.
• Maintain student locker assignments, vehicle registration databases, parking stickers, and other operational systems.
• Monitor and track student transportation and update staff or parents as needed.
• Work with afternoon receptionist to ensure coverage of front office.
• Attend faculty and staff meetings and other meetings as required
• Participate in professional development workshops.
• Partner with colleagues across departments to ensure smooth daily operations.
• Additional duties as assigned as systems and processes evolve.

Qualifications

• Three or more years of progressively responsible administrative experience, preferably in an educational setting.
• College degree strongly preferred.
• Demonstrated ability to manage multiple priorities with accuracy and attention to detail.
• Exceptional written and verbal communication skills.
• Strong project management, organizational, and problem-solving abilities.
• High degree of integrity, discretion, and professionalism.
• Proficiency with Google Workspace, Microsoft Office, SIS databases, and administrative software systems.
• Ability to work collaboratively while exercising independent judgment and initiative.
• Understanding of independent school culture preferred.
• Spanish language proficiency is a strongly preferred.

Core Competencies

• Ability to understand how processes, departments, and workflows intersect, and to identify opportunities to improve organizational effectiveness.
• Demonstrated ability to learn new technologies, systems, and processes quickly.
• Strong proficiency with Google Workspace and the ability to effectively utilize both established and emerging software platforms.
• Experience working with databases, SIS, and administrative software.
• Learns new tools, technologies, and procedures rapidly and adapts comfortably to changing needs.
• Takes initiative, anticipates needs, and follows through independently while keeping stakeholders informed.
• Seeks opportunities to enhance systems, workflows, and the experience of students, families, and colleagues.
• Relationship building and community engagement
• Confidentiality and sound judgment
• Adaptability and resilience
• Initiative and proactive problem-solving
• Commitment to equity, inclusion, and belonging
• Ability to independently manage projects and priorities with minimal supervision while also a collaborative team player.
• Comfort and skill with daily contact involving faculty, staff, administrators, children and parents/guardians
• Physical requirements: respond quickly during critical incidents, navigate a multi-building campus, prolonged desk work, occasional lifting up to 20 lbs

Marin Academy is an independent high school of approximately 450 students (grades 9-12) and 100 employees. The school occupies a 10-acre campus in San Rafael, CA located approximately 20 miles north of San Francisco.

Marin Academy's mission statement "asks every individual to think, question, and create in an environment of encouragement and compassion, and challenges each person to accept the responsibilities posed by education in a democratic society." The school is a vibrant and diverse community, and students and employees alike continue to work towards advancing MA as an inclusive and supportive school. Marin Academy is an equal opportunity employer committed to excellence through diversity, and people of color and women are encouraged to apply.

Interested candidates should send a resume and cover letter to Karen Jacobsen, Executive Assistant to the Head of School at View email address on click.appcast.io.

For more information about Marin Academy, please visit our website.