Full-Time Main Office Coordinator
Job Description
Open Position: Main Office Coordinator 1
Reports To: Executive Assistant and Board Assistant
When Needed: Immediately
University Prep is seeking a talented and well-organized Main Office Coordinator to help us advance our vision of being an inclusive community of learners that provides an outstanding education for each individual in a diverse student population. We are looking for someone who can work effectively independently as well as part of a team. We are looking for staff and faculty who share our belief that a culturally rich and inclusive school community provides students with the best possible environment for a quality education. If that sounds like you, we’d like to hear from you. Salary is competitive with public and independent schools. University Prep offers an excellent benefits package, opportunities for professional development, and an extraordinary work environment.
Who We Are:
University Preparatory Academy is an independent 6-12 school located in an urban residential section of Seattle, WA, one of the country’s most diverse and dynamic cities. We are a strong and vibrant community of students, families, faculty, staff, and alumni who collaboratively create an exceptional educational experience for every student. The school is a place of great teaching and joyful learning; a community that joins together to raise our students to be caring and productive adults; a place where all students and families have equitable access to all the school has to offer, and a place where we aspire for every family and student to feel equally enfranchised and at home. To us, diversity and inclusivity are not addenda, they are embodied in all facets of our school culture. University Prep believes that our shared values of integrity, respect, and responsibility are essential to accomplish our mission of developing each student’s potential to become an intellectually courageous, socially responsible citizen of the world.
Job Summary:
Under general supervision, is one of two Main Office Coordinators who act as the first point of contact for the school. The position requires constant attention to details, multi-tasking, independent judgment, initiative, and discernment and discretion regarding highly sensitive matters.
Specific Responsibilities:
- Schedules on and off-campus events via Veracross Room reservation system; communicates the after-hours use procedures to persons in charge of evening and weekend events; acts as a liaison between various constituencies to negotiate and arrange for space needs
- Represents the Main Office at the biweekly Touch Base meeting
- Ensures every new student has current immunization information before starting school at UPrep
- Files immunization status report with the King County Health Department
- Establishes a phone message (from home in some cases) of information for families and faculty/staff during school delays or closures
- Creates copies of student medical and emergency information for inclusion in multi-use binders
- Serves as UPrep’s contact person for Metro Custom Bus in conjunction with the Transportation Coordinator and the AR/AP Specialist
- Actively participates on the Safety Committee
- Orders birthday gift cards for faculty and staff
- Purchases gifts for faculty/staff celebrations (marriages, babies, etc.)
- Orders flowers or other gifts to acknowledge occasions such as illnesses or deaths
- Adds and deletes security codes for employees as needed
- Ensures proper postage on all domestic and foreign out-going mail
- Distributes incoming mail; notifies personnel when packages arrive
- Arranges for Fed Express pick-up and same-day courier service
- Helps with back-to-school nights and open house events as needed
Responsibilities Shared with Other Main Office Coordinator:
- Be a positive first point of contact for the school
- Conducts Washington State background checks for volunteers
- Ensures attendance is completed each school day including following up with parents regarding absent students
- Monitors late arrivals and departures
- Ensures there is a labeled mailbox for all faculty/staff at all times
- Creates a warm and welcoming environment in the Main Office
- Makes sure the faculty work room is clean; coffee thermoses deep cleaned; refrigerator kept clean
- Maintains and has available as much information as possible about activities on campus as well as school-sponsored activities off campus, including athletic events, school dances, and other social activities involving parents or students
- Acts as a liaison between emergency services (911) and the injured party during medical emergencies
- Assists students with late slips and questions
- Provides on-campus care for sick and injured members of the University Prep community and maintains current certification in First Aid and CPR
- Greets visitors in person; maintains a list of visitors and issues guest nametags
- Assists with all-school and other mailings processed through the Main Office
- Oversees use of laminator, postage machine, button-making machine, and copy machines; ensures machines are serviced when needed
- Maintains up-to-date procedure documents for Main Office function
- Keeps current on the basic operations of the fire alarm, security system, and other emergency procedures; trains other employees as needed
- Keeps an up-to-date manual that outlines the job duties that may be used by Main Office subs as needed
- Sorts lost and found and notifies owners of labeled items; donates others to charity
- Makes sure guests sign in and get a visitor badge
- Acts as communications hub during fire, earthquake, and lockdown drills, tracking attendance as reported
- Provides assistance to administrative and support programs under the guidance of the Executive Assistant
- Vigorously engages in their own professional development
- Establishes and cultivates community relations by maintaining open dialogue with all the school’s constituencies
- Is familiar with and complies with all policies and regulations as put forth in the school’s documents
- Since safety and security are everyone’s responsibility, takes all necessary and reasonable precautions to protect students, faculty, staff, equipment, materials and facilities
- Answers phone and transfers to the appropriate party
- Performs other duties as assigned
Required Education & Experience:
- High School Diploma or GED required
- Bachelor’s degree from a 4-year college or university or equivalent preferred
- Minimum two years of experience in office environment
- Independent school experience preferred
Required Knowledge, Skills & Abilities:
- Familiarity with all aspects of running the office as many of the duties require the cooperative effort of both Main Office Coordinators
- Excellent verbal and written communication skills with all constituents in the school community
- Excellent organizational skills
- Demonstrated ability to coordinate and prioritize multiple tasks, and to manage details and deadlines
- Demonstrated ability to maintain pleasant and effective relationships with colleagues and constituents, and to work independently and as a team member
- Demonstrates knowledge and skill to work with people from diverse background
- Demonstrates a growth mindset and openness to feedback
- Ability to maintain confidential information
- Commitment to diversity, equity, and inclusivity
- Ability to work and communicate well with all levels of faculty and staff
- Ability to work and communicate well with students and their parents
- Ability to be flexible and pivot when necessary
- Ability and flexibility to use Microsoft Office Suite, Google Suites, learning management systems, online meeting and conferencing applications, and operating Audio/Visual equipment
If this sounds like you, please click on the link below, fill out the “Apply Now” section, complete our online employment application, and upload your résumé and a cover letter telling us why you are interested in and qualified for this position.
https://www.paycomonline.net/v4/ats/web.php/jobs/ViewJobDetails?job=29279&clientkey=1A98E41FF07E1ECA0C183B470F9B6784
Position open until filled. No phone calls or drop-ins please.
Thank you for your interest in University Prep and this position.
This description is intended to describe the general content of and requirements for the performance of this position.
It is not to be construed as an exhaustive statement of duties, responsibilities, or requirements.
How to Apply
Click on this link, fill out the apply now section, click submit, and when it takes you to our Paycom site, answer the application questions, and upload a resume and cover letter.430 total views, 0 today