Administrative Receptionist

Administrative Receptionist Job Description

The Administrative Receptionist serves as the central point of contact at the front desk and provides essential administrative support for daily campus operations. This position welcomes visitors, manages student arrival and early dismissal procedures, and ensures all guests are properly signed in, screened, and directed through appropriate security protocols. A key responsibility of this role is the oversight and coordination of the school's master calendar, including receiving, organizing, and approving scheduling requests across divisions, departments, and programs to ensure clear communication and proper use of campus spaces. This position also distributes a weekly “Week-at-a-Glance” to faculty and staff to ensure alignment and awareness of campus activities. Additional responsibilities include supporting general office operations such as communications, attendance, mail, supplies, and event logistics. This position reports to the Chief of Staff / Administrative Assistant to the Head of School.

Primary Functions:

1. Coordinate
   
2. Communicate
   
3. Connect
   

Hours: 7:45am - 3:45pm on school days, and 9:00am - 3:00pm during the summer
Status: this is a full-time, non-exempt role that is benefits eligible

Essential duties and responsibilities include, but are not limited to:

• Serve as a warm, welcoming presence and greet all visitors at the front desk.
• Answer and route phone calls in a timely, professional, and friendly manner during school hours.
• Receive and assist students with attendance, tardiness, early check-out, and related procedures.
• Screen and direct phone calls and in-person inquiries to appropriate personnel.
• Manage visitor check-in and check-out, including contractor and guest screening through the school's security system, and coordinate proper staff notification.
• Oversee, maintain, and coordinate the school's master calendar, including reviewing and approving scheduling requests and ensuring accurate placement of all events, meetings, and activities.
• Maintain alignment between the master calendar and public-facing online calendars.
• Serve as the central point of contact for scheduling conflicts, changes, and space reservation coordination across divisions, departments, and programs.
• Send a weekly “Week-at-a-Glance” communication to faculty and staff outlining campus events, locations, and scheduled activities.
• Act as liaison between Parent Teacher Fellowship and the school for room reservations, facility usage, and event scheduling.
• Receive and assist in sorting incoming mail.
• Assist with campus events and logistics as needed.
• Support state and school compliance requirements as directed.
• Serve as an active member of the campus crisis management team.
• Maintain office supply inventory and place proactive orders to ensure adequate stock.
• Coordinate maintenance and service requests for office equipment.
• Enforce and support school safety and security protocols to mitigate campus risk.
• Collaborate with the facilities team to ensure campus spaces are safe, clean, and appropriately maintained; submit facilities requests as needed.
• Make adequate preparations for all of these duties when school is not in session (may include, but not limited to, notifying mail and delivery services of office closures, setting or checking on voicemails over the break, posting signage or updating the website, picking up or placing a hold on mail, communicating with departments about the master calendar)
• Aid in campus-wise tasks and event preparations as needed and discussed with supervisor.