Administrative Assistant/Front Office Coordinator

Administrative Assistant/Office Coordinator

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 612)
• 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.

The Odyssey Preparatory Academy