Front Office Assistant

Position Overview:We are seeking an attentive Front Office Coordinator to serve as the primary contact for guests and community members entering our campus. This role is crucial in ensuring campus security at the main entrance, including visitor check-in, delivery coordination, emergency response support, and overall monitoring of campus activities. The ideal candidate will possess strong interpersonal and communication skills, excellent organizational abilities, and the capacity to multitask effectively. A friendly telephone and office presence, along with sensitivity and discretion, are essential. Proficiency in Google Suite and Microsoft Office is required.Key Responsibilities:Manage the front office, ensuring protocols, procedures, safety measures, student attendance, visitor coordination, and mail/delivery management are followed. This role facilitates smooth collaboration between the Attendance Clerk, Commissioner of Care, and Front Office Coordinator.Serve as the primary school receptionist, greeting visitors, performing instant background checks through our electronic system, and welcoming business representatives and other guests to the main office.Implement visitor check-in and background checks in line with school policies. Coordinate with team members to maintain technology, reorder badges, and plan for large event check-ins. Maintain the daily visitor log and reconcile it for safety as required.Work with the Facilities Team to coordinate guest parking for meetings and larger school events.Answer telephone calls, direct inquiries to appropriate personnel, and manage incoming calls.Apply protocols in emergency situations, such as failed background checks, community alerts, threatening calls, or escalating visitor anger.Perform clerical and keyboarding tasks to support assistant principals and leadership team members.Understand student attendance policies and input data into the Student Information System (PowerSchool) to support front office needs.Generate daily and weekly reports for Assistant Principals on tardy and attendance trends as shown in our Student Information System. Act as a liaison to keep Assistant Principals informed of important attendance, tardy, and front office trends.Assist the Assistant Head of School, Assistant Principals, Registrar, and Summer Programs with administrative tasks and special projects.Operate various office equipment, including calculators, copiers, fax machines, multi-line telephone systems, scanners, walkie-talkies, computers, and relevant software.Perform other related office, keyboarding, clerical, and filing duties as required or directed.Collaborate with the Commissioner of Care on filing and mailing tasks.Support the Commissioner of Care in ensuring copy equipment remains operational.Relay messages received in the front office to students and school personnel as appropriate.Exercise judgment in resolving and de-escalating various issues, and refer complex issues to administration and campus supervisors as necessary.Assist the attendance clerk by inputting student tardies, absences, and early releases, understanding the Student Information System (PowerSchool).Enter various data into an assigned computer system.Support the Office of the Assistant Head of School as needed.Open and close the main office as required, post notices and announcements in designated areas, and keep the lobby area clean and orderly.Perform other miscellaneous duties as required or directed.Required Qualifications:Training and Experience: Graduation from high school, enhanced by clerical or office work experience, encompassing the use of contemporary office equipment. Completion of campus security response training, along with a commitment to ongoing annual training.Knowledge, Ability, and Skills: Familiarity with contemporary office procedures; expertise in both MAC and PC platforms using applications like Word and Excel. Capability to execute clerical duties requiring independent judgment and numerical precision; comprehend and adhere to verbal and written instructions; accomplish routine tasks with limited supervision; multitask, prioritize within project timelines; and foster positive working relationships with colleagues and the public.

Created: 2025-03-08