Front Office Receptionist Administrative Support Specialist

FRONT OFFICE RECEPTIONIST / ADMINISTRATIVE SUPPORT SPECIALIST

JOB DESCRIPTION

Reports To: Head of School

Position Classification: Full-Time

Work Schedule: Regular school-day schedule with occasional evening and weekend responsibilities

POSITION SUMMARY

The Front Office Receptionist / Administrative Support Specialist serves as the primary point of contact for Carolina International School and plays a critical role in the daily operation professionalism safety and effectiveness of the school.

Reporting directly to the Head of School this position manages the schools main reception area and provides high-quality assistance to parents students staff members visitors vendors prospective families and members of the community. The employee is responsible for answering and routing telephone calls assisting visitors responding to routine inquiries supporting student and parent needs and performing a broad range of administrative and clerical functions.

The position requires an exceptionally professional personable organized dependable and service-oriented individual who can successfully manage multiple responsibilities and competing priorities in a fast-paced K12 school environment. The employee must demonstrate excellent judgment discretion patience and composure while maintaining a welcoming and positive presence at all times.

Because the front office is often the first point of interaction families and visitors have with Carolina International School the employee must consistently demonstrate kindness courtesy responsiveness professionalism and a genuine desire to assist others.

The Front Office Receptionist / Administrative Support Specialist works collaboratively with Enrollment and Registration Finance Student Services Operations Administration and other school offices while remaining directly accountable to the Head of School.

MINIMUM QUALIFICATIONS

Candidates must possess:

• An Associate Degree from an accredited college or institution.
• A minimum of two years of successful administrative receptionist clerical customer-service school-office or comparable professional experience.
• Strong computer literacy and demonstrated proficiency with Microsoft Office applications including Word Excel Outlook PowerPoint and related electronic systems.
• Ability to operate standard office equipment including multi-line telephone systems computers printers copiers scanners postage equipment and other commonly used office technology.
• Strong written and verbal communication skills.
• Excellent interpersonal and customer-service skills.
• Demonstrated ability to organize work establish priorities meet deadlines and manage multiple responsibilities simultaneously.
• Ability to maintain confidentiality and exercise appropriate discretion when handling student employee parent financial and school information.
• Ability to work effectively with students parents employees administrators vendors and members of the public.
• Ability and willingness to work occasional evenings weekends school events enrollment activities open houses and other functions as assigned.
• A demonstrated record of reliability professionalism punctuality sound judgment and teamwork.

PREFERRED QUALIFICATIONS

Preference may be given to candidates who possess one or more of the following:

• A Bachelors Degree from an accredited college or university.
• Previous administrative or front-office experience in a public charter private or other educational setting.
• Experience working directly with parents students and the general public.
• Experience with student information systems enrollment systems databases or other school-based technology platforms.
• Multilingual communication skills.
• Fluency or professional proficiency in Spanish is strongly preferred due to the importance of effectively communicating with and supporting the schools diverse families and community.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Front Office and Reception

• Serve as the primary receptionist and initial point of contact for the school.
• Maintain a professional welcoming organized and service-oriented front office environment.
• Greet parents students visitors vendors applicants volunteers prospective families and community members promptly and courteously.
• Determine the nature and purpose of visits and appropriately assist or direct individuals to the proper staff member or office.
• Manage visitor sign-in procedures identification requirements visitor badges and other established access-control procedures.
• Maintain awareness of activity within the reception and entrance areas and immediately report unusual unsafe or concerning circumstances to school administration.
• Provide accurate general information regarding school procedures schedules events office hours departments and other routine matters.
• Ensure the reception area is maintained in a professional orderly and welcoming condition.

Telephone and Communication Responsibilities

• Answer and manage the schools primary telephone lines in a professional courteous and efficient manner.
• Screen prioritize transfer and route calls appropriately.
• Take and distribute accurate telephone messages when necessary.
• Respond to routine parent and community inquiries while referring matters requiring administrative review or decision-making to the appropriate administrator.
• Demonstrate patience and professionalism when communicating with concerned upset or frustrated individuals.
• Assist with schoolwide communications announcements correspondence mailings and other communications as directed.
• Monitor designated general school email accounts or communication systems when assigned.
• Maintain confidentiality and professionalism in all verbal written and electronic communications.

Parent and Student Services

• Provide courteous and responsive assistance to parents and students with routine front-office matters.
• Support established procedures for student arrival late check-in early dismissal and other attendance-related front-office functions as assigned.
• Verify proper authorization before releasing students in accordance with school procedures.
• Contact parents or guardians regarding routine student matters when directed.
• Assist students who report to the front office and appropriately refer disciplinary medical academic counseling or administrative concerns to designated personnel.
• Maintain appropriate professional boundaries and avoid making decisions outside the authority of the position.
• Ensure parent questions and concerns are routed efficiently to the staff member or administrator best positioned to address them.
• Help maintain a school environment in which families feel respected welcomed and valued.

Administrative Support

• Provide administrative and clerical support to the Head of School and other administrators as directed.
• Prepare correspondence reports spreadsheets forms notices labels meeting materials and other documents.
• Perform accurate data entry and maintain electronic and paper files.
• Assist with copying scanning filing document preparation records organization and mail distribution.
• Receive sort and distribute incoming mail packages deliveries and internal correspondence.
• Assist with outgoing mailings shipping and correspondence.
• Maintain calendars schedules appointment information meeting notices and organizational materials when assigned.
• Assist in preparing materials for meetings parent programs school events registration activities and administrative functions.
• Maintain appropriate inventories of front-office supplies and communicate supply needs to the appropriate staff member.
• Provide additional clerical and administrative assistance during periods of increased school activity.

Enrollment and Registration Support

Under the direction of the Head of School and in coordination with Enrollment and Registration personnel:

• Assist families seeking general information regarding enrollment and registration.
• Direct prospective families to appropriate enrollment personnel tours application resources or registration procedures.
• Assist with enrollment events registration activities open houses tours and other recruitment-related functions.
• Receive documents from families and route them appropriately.
• Assist with copying scanning organizing filing and tracking enrollment-related documentation when assigned.
• Provide administrative support during high-volume enrollment and registration periods.
• Maintain confidentiality and accuracy when handling enrollment and student information.
• Support effective communication with English-speaking and Spanish-speaking families when qualified to do so.
• Avoid making admissions eligibility enrollment placement or registration decisions unless specifically authorized.

Records and Confidentiality

• Safeguard confidential information involving students families employees and school operations.
• Handle student information and educational records in accordance with applicable school policies and confidentiality requirements.
• Ensure confidential documents and electronic information are protected from unauthorized access.
• Refer requests for student records personnel information public records or other sensitive information to authorized personnel.
• Maintain accurate orderly and secure files and records within the responsibilities assigned to the position.

School Safety and Emergency Support

• Follow all established school safety visitor-management emergency and security procedures.
• Maintain awareness of individuals entering and exiting the school.
• Immediately notify administration or appropriate personnel of suspicious activity unauthorized visitors safety concerns emergencies or potentially disruptive situations.
• Assist administrators during drills emergencies evacuations lockdowns reunification activities or other emergency situations as assigned.
• Remain calm and exercise sound judgment during emergencies or high-stress situations.
• Recognize that school safety student security and established access procedures take precedence over convenience.

General School Operations

• Work collaboratively with Enrollment and Registration Student Services Operations administrative assistants instructional staff and other departments.
• Provide reasonable administrative assistance to other school offices during periods of increased workload when directed by the Head of School.
• Assist with coordinating meetings parent conferences school events deliveries appointments and other front-office activities.
• Ensure that information is communicated and routed promptly to the appropriate administrator or department.
• Assist substitutes vendors contractors volunteers applicants and visitors with routine arrival and orientation procedures.
• Maintain working knowledge of the school calendar major events schedules administrative responsibilities and organizational structure.
• Assist with special projects and schoolwide initiatives as assigned.
• Perform other administrative clerical operational and school-support duties as assigned by the Head of School.

KNOWLEDGE SKILLS AND ABILITIES

The successful employee must demonstrate the ability to:

• Provide exceptional customer service and demonstrate a genuine commitment to assisting others.
• Communicate effectively and respectfully with individuals from diverse backgrounds.
• Demonstrate warmth patience kindness tact diplomacy and professionalism.
• Remain calm and effective when dealing with difficult emotional demanding or rapidly changing situations.
• Manage multiple telephone calls visitors student needs deadlines and administrative responsibilities simultaneously.
• Prioritize competing responsibilities and recognize situations requiring immediate administrative attention.
• Exercise sound judgment without exceeding the authority of the position.
• Work independently while remaining accountable to the Head of School.
• Work collaboratively and productively as part of a multidisciplinary school team.
• Maintain confidentiality and appropriately handle sensitive information.
• Maintain accurate records and demonstrate strong attention to detail.
• Learn and effectively use school information systems databases communication platforms and other technology.
• Adapt quickly when priorities schedules or operational needs change.
• Maintain a professional appearance and demeanor appropriate for the schools primary reception area.
• Establish and maintain positive working relationships with parents students employees administrators and community members.

PROFESSIONAL EXPECTATIONS

Because this employee represents Carolina International School to the public on a daily basis exceptional professionalism is required.

The employee is expected to:

• Treat every student parent employee and visitor with dignity respect patience and courtesy.
• Maintain a helpful responsive and solution-oriented approach.
• Demonstrate patience and composure during high-volume and stressful periods.
• Avoid confrontational dismissive argumentative or discourteous interactions.
• Protect confidential information and avoid discussing sensitive school matters in public areas.
• Support established school policies procedures and administrative expectations.
• Communicate concerns through appropriate supervisory channels.
• Work cooperatively with colleagues and contribute positively to the overall effectiveness of the school.
• Demonstrate consistent attendance punctuality dependability initiative and readiness for work.
• Understand that flexibility is essential in a school environment and that responsibilities may change according to operational needs.

TEAMWORK AND COLLABORATION

The Front Office Receptionist / Administrative Support Specialist is an integral member of the schools administrative support team. Effective performance requires regular collaboration with multiple departments and an understanding that successful school operations depend upon communication flexibility teamwork professionalism and mutual support.

Although the employee works collaboratively with numerous offices and staff members assignments priorities responsibilities and performance expectations for this position are established by the Head of School or the Head of Schools designee.

WORK SCHEDULE AND ADDITIONAL RESPONSIBILITIES

The position primarily operates during established school and office hours. However occasional evening and weekend responsibilities are an expected component of the position and may include:

• Open houses
• Enrollment and registration activities
• Parent programs and meetings
• Schoolwide events
• Orientation activities
• Community events
• Special administrative projects
• Other activities designated by the Head of School

Reasonable schedule flexibility is an essential expectation of the position.

PHYSICAL AND WORK ENVIRONMENT REQUIREMENTS

The employee must be able to perform the customary physical functions associated with a professional school-office environment including prolonged periods of sitting or standing operating computers and office equipment communicating by telephone and in person moving throughout the school office and campus as necessary and occasionally lifting or moving routine office materials and supplies.

The employee will work in a high-traffic fast-paced environment in which frequent interruptions competing demands telephone calls student needs parent inquiries visitors and rapidly changing priorities are normal conditions of employment.

EVALUATION

Performance will be evaluated by the Head of School or designee based upon the employees effectiveness in fulfilling the responsibilities of the position including professionalism customer service dependability confidentiality accuracy initiative teamwork communication organizational effectiveness technology proficiency adaptability and overall contribution to the efficient operation of Carolina International School.

DISCLAIMER

The duties listed in this job description are intended to describe the general nature and level of work performed by the employee assigned to this position. They are not intended to constitute an exhaustive list of every responsibility duty or skill required. Carolina International School reserves the right to modify duties or assign additional responsibilities consistent with the operational needs of the school.

Required Experience:

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