About Ivy Hill Preparatory Charter School
At Ivy Hill Prep, we ensure that every scholar that enters our doors is cared for and inspired. Our motto, Excellence is not an accident, is a reflection of our values. While we are led by our LEAGUE values, we continue to be intentional about how we interact with academia, staff, families and scholars. We are an eight year old institution that is continuing to grow. This role is a reflection of our ever-growing team and our dedication to excellence.
Job Summary
The Front Office & Administrative Coordinator serves as the first point of contact for Ivy Hill Preparatory Charter School, creating a welcoming, organized, and professional experience for scholars, families, staff, and visitors. As the face of the school, this individual exemplifies exceptional customer service while ensuring the efficient daily operation of the front office.
In addition to managing front office operations, the Coordinator provides administrative support to the School Leadership Team, helping to coordinate communications, meetings, records, and school-wide initiatives. The ideal candidate is highly organized, detail-oriented, proactive, and able to manage multiple priorities while maintaining confidentiality and professionalism.
Reports To: Director of Finance & Operations (DFO) Status: Full-Time, 12-Month, Non-Exempt (Hourly)
Key Responsibilities
Front Office & Family Experience
- Welcome and assist scholars, families, visitors, and community partners with professionalism and warmth.
- Serve as the primary point of contact for the front office and main telephone line.
- Respond to general inquiries and direct questions to the appropriate staff member.
- Maintain visitor management procedures and ensure compliance with school safety protocols.
- Manage incoming and outgoing mail, deliveries, and packages.
- Maintain an organized, and welcoming reception area.
Administrative Support to School Leadership
- Provide administrative support to the Head of School, Assistant Head of School, Director of Finance & Operations, and other members of the Leadership Team as assigned.
- Coordinate calendars, meetings, and appointments.
- Prepare agendas, meeting materials, presentations, and correspondence.
- Draft, format, proofread, and distribute school communications.
- Track administrative deadlines and follow up on action items.
- Assist with preparing reports, board materials, compliance documentation, and organizational records.
- Maintain confidential personnel, student, and operational files.
- Support purchasing, reimbursements, document management, and other administrative processes.
- Coordinate logistics for leadership meetings, professional development, and school events.
Student & Family Services
- Support daily attendance procedures, including late arrivals and early dismissals.
- Maintain accurate student and family records.
- Assist with enrollment, registration, and records requests.
- Support family communications, newsletters, reminders, and general correspondence.
- Coordinate translation and interpretation services when needed.
School Operations Support
- Assist with substitute teacher check-in procedures.
- Support transportation communications and operational logistics.
- Coordinate office supply inventory and purchasing requests.
- Assist with emergency drills, compliance activities, and operational reporting.
- Provide administrative support for special events, family engagement activities, and school-wide initiatives.
Professional Responsibilities
- Maintain strict confidentiality regarding student, family, and personnel information.
- Demonstrate professionalism, reliability, and strong customer service in every interaction.
- Contribute positively to a collaborative and solutions-oriented school culture.
- Model Ivy Hill's LEAGUE values (Leadership, Excellence, Academic Growth, Uniqueness, and Confidence) in daily practice.
- Perform other duties as assigned to support the successful operation of the school.
Key Competencies & Qualifications
Required
- High school diploma or GED.
- Minimum of two years of administrative, receptionist, customer service, or office coordination experience.
- Excellent written and verbal communication skills.
- Strong organizational and time management skills.
- Proficiency with Google Workspace and Microsoft Office.
- Ability to manage multiple priorities in a fast-paced environment.
- Ability to maintain confidentiality and exercise sound judgment.
Preferred
- Associate's or Bachelor's degree.
- Experience working in a K–12 school or nonprofit organization.
- Experience with student information systems or school management software.
- Bilingual candidates are encouraged to apply.
Core Competencies
- Exemplary organizational skills and attention to detail
- Experience in executive support and administrative coordination including calendar and meeting management, initiative and problem solving, and collaboration.
- Confidentiality and Professional Judgment
- Cultural Responsiveness
- Bilingual Spanish or Haitian Creole strongly preferred
- Strong organizational skills with exceptional attention to detail
- Ability to manage multiple priorities and work both independently and collaboratively
- Demonstrated initiative and follow-through
- Excellent written and verbal communication skills
- Strong interpersonal skills with students, families, staff, and community partners
- Ability to remain calm, professional, and solutions-oriented in a fast-paced environment
- Experience creating and maintaining efficient systems and processes
- Comfort working in a dynamic school environment and supporting children of all ages
Work Schedule
- Full-Time, 12-Month Position
- Monday - Friday
- School-based schedule aligned with operational needs.
Success Measures
The Front Office & Administrative Coordinator will be successful when they:
- Create a welcoming, professional experience for every family, visitor, and staff member.
- Ensure accurate and timely front office operations each day.
- Respond to calls, emails, and inquiries within one business day.
- Maintain organized records and administrative systems with a high level of accuracy.
- Anticipate leadership needs and complete administrative requests on time.
- Coordinate meetings, events, and communications efficiently and professionally.
- Demonstrate reliability, initiative, and a commitment to continuous improvement.
- Contribute to a school culture that reflects Ivy Hill's values of Leadership, Excellence, Academic Growth, Uniqueness, and Confidence.
Pay: $27.00 - $30.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Health savings account
- Paid time off
- Vision insurance
Work Location: In person
