Office and Enrollment Coordinator

Job Description

Job Description

School Office and Enrollment Coordinator

Location: Palo Alto, California 94304

Employment Type: Full-Time

About This Opportunity

The School Office and Enrollment Coordinator is the organizational backbone and welcoming face of Sand Hill School. This role ensures the school operates smoothly day-to-day by managing communications, scheduling, records, events, and enrollment processes while creating a warm and professional environment for students, families, and staff. This position is also responsible for setting up and overseeing all school operational processes and procedures.

Key Responsibilities

• Serve as the welcoming face of Sand Hill School, creating a warm and professional experience for all visitors, families, and students
• Own all front office communications by directing incoming calls, emails, and mail with professionalism and urgency, ensuring every inquiry receives a prompt and thoughtful response
• Lead visitor management and campus safety protocols, overseeing check-in procedures, maintaining visitor logs, and consistently enforcing entry protocols
• Manage day-to-day front office operations, including mail and package distribution, maintaining a polished and welcoming lobby, and supporting special projects and administrative needs
• Oversee the master school calendar, coordinating all events, activities, and meetings while keeping staff informed through daily morning announcements
• Provide administrative support to the Head of School and Manager of Operations as needed
• Manage office supplies and curriculum materials budget, ordering and inventorying supplies for classrooms and workrooms following administrative approval
• Ensure daily attendance submission from teachers and track and document student tardiness and absences
• Oversee student health and safety by administering medication and basic first aid as needed, while ensuring emergency medical and contact information remains current and accessible to all staff
• Maintain full commitment to child safety, mandated reporting obligations, and professional boundaries at all times
• Lead the planning and execution of all major school events, managing logistics, hospitality, equipment, and facilities—including Back to School Night, Holiday Extravaganza, Talent Show, School Play, and Graduation
• Establish, maintain, and keep all student files current, including evaluations, ROIs, and IEPs
• Lead the full admissions process from inquiry to enrollment, managing the yearly tour calendar for both virtual and in-person visits, responding to prospective family inquiries, and conducting tours and shadow days
• Oversee new student onboarding and enrollment documentation, guiding accepted families through paperwork, following up on incomplete documents, coordinating new student orientation, and monitoring GradeLink for applications and submissions
• Oversee the summer school admission program, managing inquiries, applications, enrollment, scheduling, and communications while serving as the primary point of contact for students, families, and staff, including tracking payments and following up on outstanding balances

Required Qualifications

• Bachelor's degree in education, administration, or a related field

Additional Qualifications

• Bilingual proficiency in Spanish
• First Aid/CPR certification
• Safety Care Training certification
• Experience with GradeLink or similar student information systems
• Experience working in a school setting
• Exceptional organizational skills, proactive initiative, and a calm, flexible presence
• Strong time-management skills with ability to manage multiple priorities simultaneously without close supervision
• Excellent written and verbal communication skills with ability to communicate appropriately with prospective families, current families, students, and staff
• Proficiency in Microsoft Outlook (email and calendar), Microsoft Word and Excel, and Google Workspace (Docs, Sheets, Drive)
• Strong discretion and judgment when handling confidential student, family, and personnel information
• Ability to manage budgets, track expenditures, and flag discrepancies to administration
• Willingness to obtain First Aid/CPR certification prior to or shortly after start date

Physical and Special Job Requirements

• Prolonged periods of sitting at a desk and working on a computer
• Occasional lifting of supply deliveries and event materials
• Extensive interpersonal interaction with internal staff and external contacts throughout the day

Why You'll Love This Role

This position is perfect for someone who thrives in a fast-paced, dynamic environment where no two days are exactly alike. You'll be at the center of school life—building relationships with families, supporting teachers and administrators, and creating memorable experiences for our students. Your organizational excellence and warm demeanor will directly impact the school community's success and culture. If you're energized by being a problem-solver, a trusted team member, and a positive presence, this is your opportunity to make a real difference.

Ready to Join Our Team?

If you're passionate about supporting educational excellence and creating a welcoming environment for all, we encourage you to apply. Please submit your resume, cover letter, and three professional references to our admissions office. We look forward to hearing from you!