High School Main Office Administrative Assistant and Receptionist

Position Summary The Main Office Administrative Assistant & Receptionist serves as the operational "hub" of the High School. This role requires a balance of warm hospitality and careful administrative attention-to-detail. As the daily point of contact for students, parents, and guests, the Assistant ensures that the daily life of the school is organized, safe, and welcoming.

Hours: 7:30 a.m. - 3:30 p.m. Monday-Friday

Core Responsibilities

I. Hospitality & Campus Security

• Reception: Serve as the "face of the school," greeting students, parents, and guests with a professional and helpful demeanor.

• Communication: Manage the main multi-line phone system and general email inquiries, ensuring timely and accurate routing of information.

• Visitor Management: Oversee the guest check-in process in strict coordination with Campus Security to maintain a safe environment and compliance with school policies. 

II. Academic Operations & Records

• Attendance: Meticulously manage daily student attendance records; follow up on unexplained absences and maintain the integrity of the student database.

• Records Management: Maintain organized administrative files; ensure all student records (including health records) are up to date and handle sensitive information with absolute confidentiality. 

• Scheduling Support: Coordinate scheduling for administrative staff, including the logistics for field trips, permission slip collection, and travel/hotel arrangements for visiting faculty candidates.

III. Logistics, Events & Purchasing

• Calendar Management: Maintain the High School Public and Staff Calendar and auxiliary schedules to prevent internal conflicts and ensure community awareness.

• Event Coordination: Partner with the Director of Events on high-stakes logistics, including Graduation, Senior Week, and various faculty lunches and formal dinners.

• Financial Support: Process faculty/staff purchases, manage receipts, and coordinate reimbursements. Interface with the Business Office to oversee petty cash and departmental budgets.

• Travel Planning: Support the planning, budgeting, and communication for occasional domestic or international school trips.

IV. Student Care & Campus Stewardship

• Student Support: Act as the first point of contact for basic health needs (dispensing OTC medications per policy, providing first aid supplies) and coordinating parent pick-ups for ill students. Update school health records as appropriate.

• Campus Organization: Maintain the "culture of space" by organizing the Main Office, staff kitchen, and lounge. Liaise with the Facilities Team to ensure classrooms and common areas are functional and well-stocked. Coordinate with the Director of Facilities and Operations to make sure that cabinet space and keys are assigned to faculty members and managed accordingly. Oversee assignment of lockers to students. 

Requirements 

• Education: Bachelor’s degree required.

• Experience: 2+ years of administrative experience, preferably in a school or non-profit setting.

Qualifications

• Demonstrated professionalism: evidence of a strong record of professionalism in a high-paced, diverse social environment, including a track record of punctuality and confidentiality (e.g. student, staff matters).

• Technical proficiency: Advanced skills in Google Workspace and Microsoft Office. Experience with School Information Systems (e.g.,Blackbaud) is highly preferred.

• Exceptional interpersonal skills: A warm, compassionate, and professional manner when interacting with a diverse community of students and staff. Proficiency in other languages is preferred.

• Operational mindset: A self-starter with meticulous attention to detail, sound judgment, and the ability to thrive in a "loud" and busy workspace.

• Mission alignment: A deep appreciation for the school’s mission and a demonstrated commitment to diversity, equity, and anti-racism.

• Physical/Schedule Demands: Ability to move within a multi-story building and carry up to 25 lbs; flexibility to work occasional evenings/weekends for major school events.

• Driving school vans: On occasion, drive school vans to chaperone students.