Office Coordinator
Office Coordinator
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1 Vacancy
Job Description
Position Summary:
The Office Coordinator (OC) is responsible for assisting the Principal in the daytoday operations of the school. The OC will have a significant role in ensuring efficient office operations while providing exemplary customer service. In addition to maintaining the schools administrative systems and routines the OC functions as a contact person for all of the schools constituents including students teachers families and visitors. They will help maintain the school culture centered on The School District of University Citys core mission and vision to transform the lives of every student every day.
ESSENTIAL JOB FUNCTIONS
Communication
- Welcome and document all visitors (signing in visitors ensuring that students only leave with authorized parents/guardians monitoring and controlling access to the school etc.)
- Serve as the main point of contact in the school office
- Manage phones (answering calls redirecting calls taking messages placing calls creating school announcements etc.)
- Manage mail (distributing received mail preparing school mailings making mail drops etc.)
- Maintain school calendar of events
- Deescalate communications as necessary
- Draft communications through parent letters weekly staff notes surveys and visitor surveys working with the leadership team to ensure appropriate messaging and approval
- Seek out information about events schedules and calendars and proactively resolve communication problems
- Maintain communication systems with families acting as parent/community liaison (phone email inperson)
- Deliver and respond to all messages within 24 hours and check voicemails daily
- Assist staff in the preparation of any parent/community newsletters and notices
- Orient the substitute teachers to school processes and procedures
Recruitment Enrollment and Records Maintenance
- Assist with community connections to encourage more families to enroll at the school
- Oversee the enrollment and registration process for families
- Assist with New Student/Parent Orientation (scheduling enrollment packets leading small groups)
- Help manage the collection and maintenance of student personnel and school information (receiving forms and paperwork tracking missing forms managing databases updating contact information keeping records current etc.)
Systems Execution
- Ensure arrival and dismissal systems are executed with accuracy
- Coordinate parent requests for student early dismissal and transportation changes to ensure that the proper dismissal process is followed
- Maintain office equipment and furnishings and upgrading as needed
- Help manage schoolwide daily systems (attendance breakfast/lunch arrival/dismissal)
- Coordinate onsite components of school financial systems such as purchasing requests and processing invoices
- Manage school maintenance and supply requests
- Manage systems for and maintains accurate student data and information in compliance with federal state regional and school expectations
- Support with logistics of report cards/progress reports/transcripts
- Ensure delivered packages are received at the front office and delivered to appropriate staff members in a timely manner
- Stay abreast of system updates to support efficiency(ie Student Information System SISFin SchoolDude Frontline Raptor)
- Keep consistent and accurate records of purchases made for school use
- Maintain and complete monthly credit card reconciliations
- Support maintenance of the school budget
- Perform other duties and special projects as required and assigned as well as attend and assist in school events as needed
Student Safety
- Serve as the eyes and ears at the front of the building to ensure student safety at all times
- Schedule the annual safety drills and maintain efficient data
- Review authorization to pickup before releasing students to anyone
- Enforce appropriate procedure for student medication on campus when the school nurse is not present
- In the absence of the school nurse document any student injuries including submitting paperwork to insurance as needed
Events and Activities Support
- Support logistics for gradelevel and schoolwide activities
- Help organize staff events and preparing materials for staff workshops/trainings
- Oversee the day to day activities of the school
- Help execute logistics and preparations for school events and activities as needed (making photocopies setting up for special events making phone calls to confirm attendance etc.)
- Help prepare setup for staff meetings staff retreats and annual evaluations
The intent of this job description is to provide a representation description of the types of duties and responsibilities required for this position. Employees may be asked to perform other jobrelated duties as assigned.
KNOWLEDGE SKILLS & ABILITIES:
- Demonstrate a relentless drive to support the three pillars of Learning Reimagined
- Implement and enhance the schools systems and culture
- Maintain the schools administrative systems and routines
- Build strong relationships with stakeholders and families
- Communicate effectively with students families and colleagues
- Commit to positive customer service experience in challenging situations
- Stay abreast of school activities schedule and calendar
- Raise areas of possible improvement or of concern swiftly to building leadership team
- Be present and engaged at least Monday through Friday during scheduled hours
- Work periodic evenings and weekends as needed
- Work on a yearround administrative schedule with school holidays and two weeks of summer vacation
- Desire to continuously learn and increase effectiveness as a professional
ESSENTIAL QUALIFICATIONS
The qualifications noted below are required to enable the employee to perform the essential duties/responsibilities of this position.
- 2 years of office experience preferably in a school setting
- Bachelors degree is strongly preferred
- A passion for the mission of The School District of University City
- Welcoming and positive presence
- Proven track record of exemplary customer service and ability to connect positively with students parents families staff and visitors
- Excellent communication skills both verbal and written
- Sense of humility customer service mindset and shows urgency and the ability to proactively solve problems and make decisions quickly
- Enjoys working with children of all ages
- Ability to stay calm under pressure especially in difficult conversations with parents and staff
- Team player with strong interpersonal and stakeholder management and relationship building skills
- Has the ability to manage multiple tasks and meet tight deadlines
- Excellent computer skills including Microsoft Word PowerPoint Excel and Google Suite
- Displays maturity and ability to work independently
EEO Statement:
The School District of University City is an equal opportunity employer and does not discriminate on the basis of race color religion national origin age disability or sex including pregnancy sexual orientation and gender identity and other characteristics protected by law.
Learn more about The School District of University City at
Required Experience:
IC
Employment Type
Full-Time
