Job Description

POSITION TITLE: MAIN OFFICE COORDINATOR

Hours/Week: Full-Time, 40 hours per week 

Classification: Non-Exempt

Reports to: Director of Administration 

Pay Range: $17.50/hour-$20.00/hour (depending on experience)

SUMMARY:

The Main Office Coordinator supports the faculty and staff by overseeing, coordinating, organizing, and performing the day-to-day secretarial and administrative functions of the Main Office. The Main Office Coordinator provides a warm and welcoming atmosphere for students, staff, parents, and visitors. They complete administrative tasks and support the school administration by performing various and complex clerical and secretarial work with sensitivity. This position is essential in facilitating the school’s efficient daily operations of the school office. The Main Office Coordinator is characterized by wide-ranging responsibilities and requires independent judgment, initiative, patience, and courtesy.

JOB RESPONSIBILITIES:

RECEPTION:

• Provide reception at the Main Office Front Desk; greet all students, families, and visitors respectfully and professionally, determining their needs, checking scheduled appointments, and directing them to the proper person
• Answer incoming calls to the Main Office in a pleasant, informed manner 
• Check voicemail messages on the school’s main number on a routine basis and distribute accordingly those messages needing immediate attention
• Maintain the school phone system, including phone system maintenance needs
• Be knowledgeable and current with school activities, programs, and events related to the school calendar as well as a strong understanding of school policies
• Require all visitors to sign in and identify themselves; provide appropriate visitor badges and notify faculty/staff as appropriate
• Keep a record of key distribution; work with Facilities Director and Business Director as needed

RECORDS

• Record daily attendance and student tardiness in the school database, including preparation and collection of attendance and tardy forms.
• Collect and distribute Incident Reports to the Administrator and College Chair. Keep a record log in the office and place copies in student files. 
• Maintain and update student, faculty, and staff emergency information 
• Assist Registrar with maintaining records in the office - filing and storage of any non-regulated student records (sports forms and physicals, emergency forms and allergy lists); this may also include downloading documentation from school databases/information systems, and filing health and immunization records
• Maintain parent records (chaperone forms, driver’s information)
• Run background checks as needed for new employees, chaperones, volunteers, etc.

FIRST AID & STUDENT HEALTH

• Administer routine first aid to students; dispense medication according to physician instructions and school policy; enter necessary information in the medical log, 
• Notify parents of ill or injured students
• Prepare exposure notices to relevant class families and accident reports as needed 
• Maintain faculty and staff CPR/First Aid records and coordinate semi-annual CPR/First Aid training 
• Maintain student emergency forms for binders at the Front Desk; create copies for teachers, section coordinators, and after-school care teachers
• Keep a list of students with severe allergies; create copies for teachers, section coordinators, and after-school care teachers
• Order medical supplies (including EpiPens, AED’s) as needed; restock over the summer months and discard expired medications.
• Refill class first-aid kits as needed

SCHOOL SUPPLIES

• Manage the procurement and dispersal of all school supplies at the start of and during the school year, including preparation of teacher worksheets for Mercurius orders in May, ordering of painting and drawing paper
• Keep track of school supply purchase budgets and maintain appropriate records (receipts) in collaboration with the Bookkeeper and Business Director

OTHER

• Provide key support in school emergency drills (fire, tornado, etc) with the Director of Administration and the Facilities Director
• Manage site use of facilities for school activities in collaboration with the High School Coordinator
• Supervise students sent to the office for disciplinary reasons
• Maintain sufficient copies of office forms for faculty and staff
• Keep student Lost & Found items organized, coordinate communications with parents and teachers, as well as donation of unclaimed items prior to school breaks
• Participate in weekly Administration meetings
• Process and sort mail; maintain postage
• Facilitate delivery of yearbooks at the end of each school year
• Maintain school library records and process new books arriving, as time permits
• Perform other related duties as assigned by the Director of Administration

SKILLS & QUALIFICATIONS:

CORE COMPETENCIES:

• Strong organizational, planning, and implementation skills
• Ability to manage workload independently and with interruptions
• Strong written and verbal communication skills
• Excellent interpersonal skills
• Ability to as part of a team and independently
• Highly detail and results oriented
• Ability to work in a busy environment and to keep several projects going at once
• Supports and upholds the mission and values of the Emerson Waldorf School 

EDUCATION & EXPERIENCE: 

• Minimum High School Diploma (or equivalent); some College preferred
• Minimum of 2 years professional experience in an administrative support role; prior experience in school administration preferred
• Proficient in Google Workspace applications
• Experience with Waldorf Education preferred

Submit cover letter, resume, and three professional references to Michelle Fridman, Director of Administration: [email protected]

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