Front Office, Human Resources, and Operations Coordinator

Position Title: Front Office, Human Resources, and Operations Coordinator FLSA Status: Exempt Position Purpose: The Front Office, Human Resources, and Operations Coordinator serves as the welcoming face of River Valley Charter School and provides administrative, operational, and human resources support that helps the school run smoothly each day. This position manages the front office, serves as the primary point of contact for students, families, visitors, and callers, and provides administrative and back-office HR support to the Operational Lead and school leadership. The Front Office, Human Resources, and Operations Coordinator ensures that daily office and administrative operations are organized, responsive, and efficient while supporting employee records, onboarding and offboarding, payroll and benefits administration, HR systems, event coordination, communication, record keeping, purchasing, and a variety of operational projects. Core Responsibilities: Front Office Operations: The Front Office, Human Resources, and Operations Coordinator will: Serve as the primary receptionist and first point of contact for students, families, staff, visitors, and community members. Answer, screen, and direct incoming phone calls professionally and efficiently. Welcome visitors and manage visitor check-in procedures. Monitor the front office to ensure a welcoming, organized, and secure environment. Respond to routine questions and direct inquiries to the appropriate staff member. Receive and distribute mail, deliveries, and incoming correspondence. Provide technical support for all office equipment as needed. Human Resources & Personnel Administration: The Front Office, Human Resources, and Operations Coordinator will: Serve as a key administrator of ADP and other HR systems, maintaining accurate employee information and personnel records. Support payroll administration, including reviewing employee information, tracking changes, identifying discrepancies, and coordinating timely resolution of payroll-related issues. Coordinate administrative aspects of employee onboarding and offboarding, including required documentation, system setup, benefits information, and personnel files. Support benefits administration by assisting employees with routine questions, maintaining accurate enrollment information, and coordinating with benefit providers as needed. Maintain accurate, confidential, and well-organized employee personnel records and HR documentation. Track employee information and documentation related to employment status, compensation changes, leave, and other personnel actions. Respond to routine employee HR questions and appropriately escalated matters requiring leadership or specialized HR expertise. Support annual and recurring HR processes, reporting, compliance documentation, and other personnel-related administrative needs. Administrative and Operational Support: The Front Office, Human Resources, and Operations Coordinator will: Provide administrative support to the Operational Lead, Data and Compliance Manager, and Executive Director. Assist with inventory management and reimbursement processes. Coordinate substitute teacher requests and daily staffing logistics. Support planning and logistics for school events, meetings, and professional development. Assist with maintaining operational records and documentation. Support a variety of operational projects and administrative tasks as assigned. Student and Family Support: The Front Office, Human Resources, and Operations Coordinator will: Manage daily attendance communication and documentation. Support student enrollment and withdrawal paperwork. Assist families with routine questions regarding school procedures, schedules, and logistics. Prepare and distribute routine school communications, including newsletters and announcements. Coordinate communication between families and school staff as appropriate. Collaboration: The Front Office, Human Resources, and Operations Coordinator will: Work closely with the Operational Lead to support the execution of school operations. Collaborate with teachers and other staff to address day-to-day operational needs. Support school-wide events and activities. Demonstrate flexibility by assisting wherever needed to ensure the smooth operation of the school. Essential Functions: The essential functions of the Front Office, Human Resources, and Operations Coordinator position include, but are not limited to: Serving as the primary receptionist and first point of contact for students, families, staff, visitors, and community members, ensuring a welcoming, professional, and responsive front office environment. Managing daily front office operations, including answering phones, greeting visitors, directing inquiries, and maintaining visitor management procedures. Providing administrative and operational support to the Operational Lead, Executive Director, and school staff. Coordinating attendance, student records, correspondence, and other routine administrative functions. Assisting with scheduling, meetings, events, substitute coordination, and schoolwide operational logistics. Preparing, organizing, and maintaining operational records, reports, communications, and other school documentation. Coordinating communication and follow-through among families, staff, vendors, and community partners. Managing multiple priorities, frequent interruptions, and time-sensitive tasks while maintaining accuracy and professionalism. Maintaining confidentiality regarding student, personnel, and organizational information. Performing duties requiring frequent movement throughout the school building and active engagement with students, families, staff, and visitors throughout the school day. Regular and reliable attendance. Performance Expectations: Performance will be evaluated based on: Front Office Operations Creates a welcoming, professional, and responsive experience for students, families, staff, and visitors Ensures phone calls, emails, and front office inquiries are handled accurately, efficiently, and courteously Maintains an organized, secure, and well-functioning front office environment Operational Execution Consistently and accurately executes daily operational systems and administrative processes Effectively manages attendance, records, scheduling, and assigned operational tasks Demonstrates strong organization, attention to detail, and follow-through on assigned responsibilities Human Resources Administration Maintains accurate and confidential employee information, personnel records, and HR documentation. Executes payroll, onboarding/offboarding, benefits, and other HR administrative processes accurately and on schedule. Demonstrates proficiency with ADP and effectively troubleshoots routine HR system and employee data issues. Provides responsive and professional support to employees while exercising appropriate judgment regarding confidential or sensitive personnel matters. Administrative Support Provides reliable and proactive support to the Operational Lead, Executive Director, and school staff Coordinates meetings, events, communications, and operational logistics effectively Anticipates needs, solves problems proactively, and follows through on assigned projects Professional Responsibilities Demonstrates professionalism, confidentiality, and sound judgment in all interactions Builds positive relationships with students, families, colleagues, vendors, and community members Responds positively to feedback and contributes to a collaborative, service-oriented school culture Demonstrates reliability, flexibility, initiative, and a willingness to support school-wide needs Qualifications: Two or more years of experience in administrative support, office management, human resources administration, payroll, or school operations. Experience supporting back-office HR functions, including employee onboarding and offboarding, personnel records, payroll, and benefits administration. Experience using ADP for payroll and/or HR administration strongly preferred; experience with a comparable HRIS or payroll system may be considered. Experience working in a school, nonprofit, or other fast-paced, service-oriented environment preferred. Demonstrated proficiency with Google Workspace, Microsoft Office, and standard office technology; ability to learn and effectively use school and administrative systems. Strong organizational skills and attention to detail, with the ability to maintain accurate records and manage multiple time-sensitive processes. Strong written and verbal communication skills and a commitment to responsive, professional customer and employee service. Ability to maintain strict confidentiality and exercise sound judgment when handling sensitive employee, student, and organizational information. Ability to manage multiple priorities, respond to changing needs, and follow through reliably in a fast-paced environment. Demonstrated initiative, problem-solving skills, and ability to work both independently and collaboratively as part of a school-based team. Exceptional organization and attention to detail Strong customer service and interpersonal skills Ability to manage multiple priorities and frequent interruptions Initiative and problem-solving Reliability and follow-through Flexibility and adaptability Professional judgment and discretion Collaborative approach and willingness to support others Sense of humor and willingness to bring joy to the work #J-18808-Ljbffr River Valley Charter School