Position Summary
The Administrative Office Coordinator serves as a first point of contact for families and visitors while providing comprehensive administrative support for the school's enrollment, student records, reporting, testing, and financial processes. In conjunction with the Office Administration team, this position plays a vital role in ensuring accurate student records, excellent customer service, and efficient day-to-day office operations.
Essential Duties and Responsibilities
In conjunction with the Office Administration team may assist with the following duties and responsibilities:
Front Office & Customer Service
- Answer incoming phone calls and direct inquiries appropriately.
- Welcome and assist parents, students, and visitors in a professional and friendly manner.
- Monitor and respond to office email communications in a timely manner.
- Schedule appointments with the Office/Board personnel as needed.
- Provide exceptional customer service while maintaining confidentiality.
Admissions & Enrollment
- Process all new student applications.
- Receive applications and accurately record the date received and payment information.
- Coordinate enrollment appointments when necessary.
- Send welcome emails to newly enrolled families.
- Create and maintain student cumulative files and family files.
- Complete other administrative duties as needed.
Student Records & Documentation
- Monitor and report required immunization records to the State of California for students.
- Create and maintain record-keeping systems for student reports.
- Prepare and update the All-School Directory and student rosters.
- Prepare Certificates of Promotion for report-card-exempt students and file them with the student's Course of Study.
- Process requests for transferring student cumulative files to other schools.
Academic Records
- Receive, log, and file all progress reports and report cards.
- Maintain cumulative student records.
- Track, report and obtain missing reports.
- Ensure all academic records are complete, accurate, and properly filed.
High School Registrar Responsibilities
- Create and maintain official transcripts for all high school students.
- Update transcripts each semester.
- Email transcript copies to parents each semester.
- Process transcript requests for colleges and other educational institutions.
- Maintain an up-to-date master transcript file.
- Process and manage work permits for eligible high school students.
Student Testing
- Order and maintain testing materials.
- Coordinate testing schedules and communication with the Principal/Administrator.
- Distribute testing information to families.
- Return testing materials for scoring.
- Email testing results to parents.
- File testing results in student cumulative files.
Financial Responsibilities
- Receive all tuition payments, checks, and cash.
- Prepare and organize deposits for the bank.
- Maintain accurate deposit records.
- Scan and email deposit slips to the school's CPA.
- Maintain organized records of deposits for internal accounting purposes.
Supervision
This position reports directly to the Principal Administrator or Board of Directors if no Principal Administrator is present.
Qualifications
The ideal candidate will demonstrate:
- Excellent organizational and time management skills.
- Strong verbal and written communication abilities.
- Exceptional attention to detail and accuracy.
- Proficiency with email, Microsoft Office, Google Workspace, office technology, and google forms (slides, sheets, docs, etc.)
- Ability to maintain confidential student and family records.
- Ability to prioritize multiple tasks while meeting deadlines.
- Strong customer service skills with a professional and positive attitude.
- Ability to work independently and collaboratively as part of a team.
Personal Characteristics
The successful candidate will:
- Genuinely enjoy working with people and serving families.
- Create a welcoming, friendly, and professional atmosphere for everyone who contacts or visits the school.
- Demonstrate patience and grace while working with diverse personalities.
- Show compassion and sensitivity toward families experiencing difficult circumstances.
- Be dependable, trustworthy, and highly organized.
- Be flexible and willing to assist wherever needed.
- Possess a servant's heart and consistently demonstrate a team-oriented attitude.
- Take initiative, pay close attention to detail, and follow through on responsibilities.
- Exhibit integrity and discretion when handling confidential information.
- Be willing to go the extra mile to support the mission of the school and the success of its families.
Pay: $17.00 - $18.00 per hour
Benefits:
Work Location: Hybrid remote in Corona, CA 92882
