Administrative Assistant

Job Description

Job Description

Receptionist Job Description

Department: Administration

Reports to: School Administrator

Supervises: Extended Day Faculty; Summer Staff

Classification: Full-Time, Exempt

Hours per Week: 40

Work Location: On-site only, Sunny Hollow Montessori, St. Paul, MN

Salary Range: $55,000 – $65,000

About Sunny Hollow Montessori

Sunny Hollow offers authentic Montessori education for children ages 16 months through Junior High. This consistent, connected experience—from toddlerhood to teenager—creates a sense of trust, belonging, and courage. Our students feel safe to try, explore, and grow. Our classrooms follow the international, high-quality standards of the Association Montessori Internationale (AMI). They are designed to foster students’ natural curiosity, their desire to “do it myself,” and their independence. Sunny Hollow parents appreciate that our classrooms are no- or low-tech. Our materials are real wood and real glass and really delightful.

Position Summary

The Administrative Assistant serves as the first point of contact for Sunny Hollow Montessori, creating a warm, welcoming, and professional experience for students, families, faculty, prospective families, and visitors. This position is responsible for the daily operation of the front office and provides administrative support to ensure the smooth functioning of the school.

The Administrative Assistant front desk operations, supports school administration, assists with admissions logistics, supports student health needs, maintains attendance and licensing records, and provides exceptional customer service while helping ensure the school operates efficiently.

Qualifications

Required Education

• High school diploma or equivalent

Preferred Education

• Associate's degree in Business, Office Administration, Education, or a related field

Experience

• Minimum of two years of customer service or administrative office experience
• Experience in a school or nonprofit setting preferred
• Experience working with confidential information

Required Certifications

• Annual DHS, OSHA, and school-required trainings
• Medication Administration certification (or ability to obtain)

Core Competencies

• Outstanding customer service skills
• Professional verbal and written communication
• Strong organizational skills and attention to detail
• Ability to multitask and prioritize competing responsibilities
• Proficiency with Google Workspace and general office technology
• Ability to maintain confidentiality
• Positive, welcoming, and service-oriented demeanor
• Sound judgment and problem-solving skills
• Flexibility and adaptability
• Ability to work collaboratively with faculty, families, and administrators

Essential Duties and Responsibilities

Front Office Operations

• Serve as the first point of contact for students, families, visitors, vendors, and prospective families.
• Answer incoming telephone calls and direct inquiries appropriately.
• Greet visitors and manage building access.
• Monitor the office email account and respond or direct inquiries appropriately.
• Check voicemail and route messages promptly.
• Manage incoming and outgoing package deliveries.
• Maintain a clean, organized, and welcoming reception area.
• Update Google calendars as directed.
• Coordinate school van reservations.
• Maintain walkie-talkie inventory.
• Provide general administrative support to faculty and administrators.
• Perform other front office duties as assigned.

Student Health & Safety

• Conduct temperature checks as needed.
• Provide first aid for minor injuries and illnesses.
• Contact families regarding student illness or injury.
• Create bleach and sanitizer solutions in the morning as needed according to school procedures.
• Support implementation of school health and safety protocols.
• Assist during emergency situations as directed.
• Administer medication to applicable students

Admissions & Enrollment Support

• Prepare admissions packets for prospective families.
• Schedule school tours for prospective families who call the school. 
• Welcome prospective families and visitors upon arrival.
• Direct admissions questions to the School Administrator.
• Process prospective student records requests.
• Assist with admissions events and open houses as assigned.

Student Records & Regulatory Compliance

• Maintain daily student attendance.
• Support student check-in and check-out procedures.
• Assist with enrollment paperwork and document collection.
• Process current student records requests.
• Maintain DHS incident and injury logs.
• Assist the School Administrator with administrative compliance tasks as assigned.

Office & Operational Support

• Order snacks and coordinate weekly snack menus, ensuring DHS compliance with food groups and that classroom allergies are accounted for.
• Schedule enrichment vendors and maintain the enrichment calendar.
• Maintain lost and found.
• Organize extra student clothing.
• Provide classroom break coverage as needed.
• Maintain office and reception supplies.
• Assist with inventory of operational supplies as assigned.
• Support office organization, filing, and daily administrative tasks.
• Back up walkie-talkie calls for support and bathroom breaks.
• Support the school break schedule on days when staffing would not otherwise be adequate, providing classroom breaks and support with challenging toileting and behaviors.

Family & Community Support

• Provide exceptional customer service to current and prospective families.
• Assist with community events and family engagement activities.
• Respond to routine family questions regarding attendance, scheduling, and school procedures.
• Help create a welcoming and positive experience for every member of the Sunny Hollow community.

Other Responsibilities

• Support the mission, vision, and Montessori philosophy of Sunny Hollow Montessori.
• Demonstrate professionalism, confidentiality, and integrity.
• Maintain positive working relationships with students, families, faculty, volunteers, and visitors.
• Demonstrate flexibility in responding to changing school needs.
• Participate in required meetings and professional development.
• Perform other duties as assigned by the School Administrator or Head of School.

Physical Requirements

• Frequent walking throughout the school.
• Ability to lift up to 30 pounds.
• Ability to sit, stand, bend, kneel, and move throughout the school day.
• Ability to supervise children indoors and outdoors as needed.

Work Environment

The Receptionist works in a fast-paced educational environment with frequent interaction with students, families, faculty, visitors, volunteers, and community members. Success in this position requires exceptional customer service, organization, professionalism, flexibility, and the ability to manage multiple priorities while maintaining a calm and welcoming presence.

The Receptionist plays an essential role in creating a positive first impression of Sunny Hollow Montessori and supporting the daily administrative operations that allow the school community to thrive.