Office Coordinator, 26-27, FT

Cascades Academy
Bend, OR

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Job Details

Full-time

Benefits

403(b) matching
Health insurance
Dental insurance
Vision insurance
403(b)
Paid sick time

Qualifications

Meeting minutes
Office supply management
Volunteer support
CPR Certification
Office equipment routine maintenance
Mail metering
Confidential information handling
Office activity coordination
Maintaining an organized workspace
Phone communication
Operations coordination
Student record keeping
Greeting customers
Student database management
Fundraising events
Child attendance tracking
Student information system
Mail distribution
Scanning
Meeting scheduling
Store opening/closing procedures
Social media platforms
First Aid Certification
Working with students
Content development
Mail management
Customer engagement
Office supply ordering
Data entry
Parent communication in school administration

Full Job Description

Office Coordinator Job Description 2026-27

About Cascades Academy
Cascades Academy was founded in 2003 with a deep commitment to experiential learning,
academic excellence, and community engagement. The school is a leader in innovative, 21st
century education and will be the first school in Oregon to implement the Mastery Transcript
(sending class of 2027).

Now in its 23rd year, the school has grown to 240 students PreK-12 and has expanded its
campus footprint to include 45 beautiful acres on the scenic Deschutes River. The school is
actively considering its next phase of campus master planning to accommodate future
enrollment growth and strategic initiatives.

Cascades Academy strives to cultivate and maintain a supportive, inclusive community for all
employees and actively promotes access and inclusion. Cascades Academy values
employees who are committed to our mission, are prepared to engage fully in a learning
community, and are excited to bring their authentic selves to work. Cascades Academy’s
culture is highly collaborative and puts what is best for students at the center of the work.
Regularly named one of the Best Nonprofits to Work for in Oregon , our faculty and staff see
each other as teammates and feel motivated to do their best work here.

Position Summary
The Office Coordinator oversees the smooth operation of the school's front desk and performs
general administrative duties in support of the admin team.

Working hours for the Office Coordinator are 7:30 am–4:00 pm with a half-hour lunch

break. Front desk coverage during lunch is provided by another member of the
administrative team.

This position requires the ability to maintain confidentiality and discretion.
Additional evening and weekend hours will at times be needed for events throughout

the year

The Office Coordinator reports to the Executive Assistant to the Head of School.

Responsibilities Family & Student Engagement

Greet visitors and guests, ensuring proper sign-in procedures are followed.
Be the warm and welcoming face/voice of the school
Engage with families, students, and staff daily; troubleshoot incidents as they

arise and provide excellent customer service.

Monitor various communication channels from a variety of sources (Parent

Square, Skedda, Blackbaud Student Information System, Google Chat, school
social media accounts, admin meetings) to maintain daily situational
awareness

Communicate with staff and the community as daily school activities unfold.
Assist the Volunteer Coordinator in facilitating the efforts of volunteer activities

throughout the day

Evaluate situations involving staff, students, parents, or the public to take

appropriate action or direct personnel toward resolutions. Student Management & Attendance

Track parent communications regarding student attendance and enter data

into the SIS database.

Ensure accurate recording of late arrivals and early departures in SIS
Follow up promptly on any unexcused absences
Assist the Registrar with student records, records requests, grade reports, and

transcripts as directed.

Prepare files for incoming students, request records, and file received

information.

Prepare files for outgoing students, send them to requesting schools,

and scan or file documents as indicated.

During the year, upload MAP scores and Semester Progress Reports

(PLP) to student files

Coordinate and execute student picture days and make-ups.
Upload student photos to SIS

Administrative Duties
Daily

Opening/Closing of School
Prepare coffee for employees and maintain the faculty

workroom and kitchen.

Open/close front desk window
Check voicemail
Maintain access to and security of student files
End of day walk through of school: secure doors and windows
Prepare materials for substitutes (attendance sheets, keys,

laptops) and communicate daily substitute status to staff.

Check mail and distribute to appropriate mailbox
Send outgoing mail and packages as requested by members of the

administrative team

Answer phones, transfer calls, and deliver messages promptly.
Maintain voicemail message for holidays, breaks, and school closures
Manage traffic flow and noise in the office to maintain a productive

working environment

Weekly/As needed

A. Core Administrative Coordination

Coordinate weekly admin meetings; collect agenda items,

update calendars, and take minutes.

Assist with the execution of daily lunch services as requested by

lunch coordinators

B. General Office & Resource Management Maintain an inventory of office supplies with budget guidance

from the Business Office and the Executive Assistant to the
Head of School

Maintain office equipment, tools and work areas in the faculty

workroom (e.g. cleaning, load supplies, clear paper jams, etc.)
ensuring a safe working environment and the availability of
needed items.

Request service and supplies for copiers and kitchen appliances;

communicate any repair work and estimated downtime to staff.

Maintain forms in faculty workroom and admin wing
Stock general staff kitchen supplies
Organize and maintain the lost and found area
Manage the school vehicle check-out materials, including

binders, clipboards, and park passes.

Assist with mailing school correspondence
Calculate, order, and maintain the mail meter

C. Annual/As-Needed Systems Setup Update phone rosters and phone system at the beginning of the

school year and as needed

Update copier machine directory at the beginning of the school

year and as needed

Orient new staff to teacher workroom and resources

Health and Wellness

Maintain a current first aid and CPR certification

Point of contact for student and staff first aid needs
Administer students' prescription medication
Stock and order wellness room supplies under the guidance of the Health

Coordinator

Keep up to date on emergency policies and staff roles

Other Administrative Team Responsibilities

Print all receipts and acknowledgment letters for gifts and auction donations.

Support school events such as Admissions Nights, Ed Series, Back to School

Night, and spring fundraisers. Tasks may include data entry, procurement,
managing sign-in sheets, and preparing nametags or mailings.

Create content for electronic display boards and entry screens for various

announcements and occasions.

Order meals for meetings and professional development days
Assist the Risk Management Coordinator in keeping emergency supply bags

updated with current class rosters.

Other duties as assigned

Prefered Skills and Qualifications: Ability to work well with faculty, staff, parents, and the community.

Strong organizational and communication skills
Proficiency with the Google Suite, Excel and Student or Donor management systems
Demonstrate flexibility and adaptation to changing activities and priorities
Ability to maintain confidentiality and handle sensitive information with integrity

Physical Requirements Requires mobility to traverse campus to accompany and assure the safety of children.

This may include moving between buildings multiple times throughout the workday
and bending, squatting, stooping, and kneeling.

Ability to occasionally lift up to 30 pounds.
Must be able to consistently and clearly communicate with children, colleagues, and

families.

Position Details

Title Office Coordinator

Reports to Executive Assistant to the Head of School

Start Date July 2026

Schedule Full-Time

Compensation Dependent on experience.

Benefits Cascades Academy offers the following benefits to all
employees with a .75 or higher position:

Medical, vision, and dental insurance for the employee
403b retirement plan with 4% employer match
Optional pre-tax flexible spending health and child care

accounts

Paid vacation time
10 paid sick days per year
Professional development opportunities
Free salad bar
Free after school care for faculty/staff children who are current

students

Application Instructions
To apply, please complete the application on our website , including your resume, cover letter,
and at least two letters of recommendation. No phone calls, please.

It is the policy of Cascades Academy to provide equal employment opportunity, regardless of
race, color, sex, age, national origin, religion, physical or mental impairment, sexual
orientation, veteran’s status or any other status protected by applicable law. Specifically,
employment opportunities are and shall be open to all qualified applicants solely on the
basis of their experience, aptitudes, abilities and training; advancement is and shall be
based on the individual’s achievement, performance, ability, attitude and potential for
promotion.

Apply Now

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