Coordinator - Hourly

School Office Coordinator

Position Summary

The School Office Coordinator serves as the first point of contact for students, families, staff, and visitors at the school. This role is responsible for ensuring a welcoming, organized, and professional front office environment while managing daily administrative operations. The School Office Coordinator supports school leadership by coordinating communication, maintaining accurate records, and helping ensure smooth day-to-day school operations.

Key Responsibilities

Front Office & Reception

• Greet and assist students, families, staff, and visitors in a professional and welcoming manner
• Answer and direct phone calls, emails, and front office inquiries
• Manage visitor check-in procedures and maintain campus safety protocols
• Oversee daily front desk coverage and ensure consistent office operations

Communication & Coordination

• Serve as a central communication hub between families, faculty, and administration
• Distribute announcements, newsletters, and school communications
• Support scheduling and coordination of meetings, events, and appointments
• Handle incoming and outgoing mail and deliveries

Student & Family Support

• Assist with student attendance tracking and late arrivals/early dismissals
• Support enrollment and registration processes as needed
• Maintain student records and ensure data accuracy in school systems
• Respond to routine family questions and route more complex issues to appropriate staff
• Provide basic student care support, including ice packs, bandages, and assistance for minor student needs

Administrative Support

• Maintain office supplies and coordinate ordering as needed
• Support school leadership with clerical tasks and data entry
• Assist with filing, recordkeeping, and document management
• Help prepare materials for school events, meetings, and presentations

Safe Environment Program Coordination

• Manage compliance with the school’s Safe Environment Program for all employees and volunteers
• Track and maintain required documentation, background checks, and training certifications
• Coordinate onboarding requirements related to Safe Environment compliance
• Serve as liaison with the parish/school Safe Environment office or archdiocesan compliance system
• Ensure all volunteers and staff are cleared and current prior to service in the school
• Maintain confidential records in accordance with diocesan and school policy

Safety & Compliance

• Enforce visitor management and campus security procedures
• Maintain confidentiality of student and family information in accordance with school policy and applicable laws
• Support emergency procedures and drills as directed by administration

Qualifications

• High school diploma required; associate’s degree preferred
• Previous experience in a school, office, or customer service environment strongly preferred
• Strong interpersonal and communication skills
• Proficiency with basic office software (email, spreadsheets, student information systems a plus)
• Ability to multitask, stay organized, and remain calm in a fast-paced environment
• Professional, welcoming demeanor with strong attention to detail
• Experience with compliance tracking or volunteer management preferred

Core Competencies

• Customer service mindset
• Organization and time management
• Clear and professional communication
• Problem-solving and flexibility
• Team collaboration
• Attention to compliance and detail

Schedule

This is a full-time, non-exempt hourly position working 11 months per year, with no work scheduled in July.

Work Environment

This position works in a school front office setting with frequent interaction with students, families, and staff. The role may require occasional extended hours during peak school events or enrollment periods.

Any offered salary is determined based on internal equity, internal salary ranges, market data, applicant’s skills and prior relevant experience, certain degrees and certifications.

Benefits: Eligible positions receive a comprehensive package of benefits including medical, dental, vision, life, accidental death and disability, long term disability, pension, 403(b), HSA, FSA, and generous sick leave, vacation and holidays.