Receptionist/Front Office Administrative Assistant

SUMMARY

The Receptionist/Front Office Administrative Assistant is hired by and reports to the VP for Finance. This is a non-exempt, administrative position responsible for managing front desk operations and providing broad administrative support across multiple departments.

ESSENTIAL FUNCTIONS
Front Desk & Reception
· Serve as primary point of contact; greet visitors, issue badges, and direct inquiries. 
· Manage incoming calls and voicemail; route or respond promptly. 
· Open, maintain, and ensure readiness of front office daily. 
· Monitor entry systems and coordinate visitor access across campus. 
· Receive, log, and distribute deliveries and mail; maintain staff mailboxes.
Administrative Support
· Provide administrative support to VP of Finance as needed. 
· Schedule meetings and reserve conference rooms. 
· Order and maintain office supplies and inventory. 
· Maintain office equipment and coordinate service as needed.
Student & Registrar Support
· Process work permits and proof of enrollment documentation. 
· Manage transcript requests, verifications, and student records. 
· Maintain accurate data and complete required reporting (e.g., DE111). 
· Update student and family information in school systems.
Security & Traffic Coordination
· Coordinate building access for daily operations, events, and holidays. 
· Support campus safety by managing door access and entry points. 
· Coordinate traffic control with off-duty officers for daily and special events.
Events & Community Support
· Provide occasional administrative support for the planning of school events and award ceremonies.
· Maintain birthday lists and coordinate staff celebrations. 
· Manage front office display case content and updates. 
· Serve as liaison to parent organizations by providing information as needed.
Special Projects
· Support New Employee Orientation logistics and materials.
· Assist with graduation preparation and year-end events. 
· Update and maintain the annual Directory
Additional Responsibilities
· Provide backup support to clinic as needed.
· Document processes and maintain organized records. 
· Provide cross-departmental support during peak periods. 
· Perform other duties as assigned.

EDUCATION, EXPERIENCE & SKILLS

• Bachelor’s degree with 1-3 years’ experience working in a fast-paced office environment, preferably in an educational institution.
• Proficient in use of Microsoft Office, Google Workspace, and Veracross (preferred).
• Strong written and verbal communication skills.
• Must have excellent judgment, respect for confidentiality, strong organizational and time management skills, and attention to detail.