MAIN OFFICE COORDINATOR

#### POSITION TITLE: MAIN OFFICE COORDINATOR

Hours/Week: Part\-Time (20\-24 hours per week)

Classification: Non\-Exempt

Reports to: Acting School Director

Pay Range: $17\.50/hour\-$20\.00/hour (depending on experience)

Hire Date: Immediately

#### SUMMARY:

The Main Office Coordinator supports the faculty and staff by overseeing, coordinating, organizing, and performing the day\-to\-day secretarial and administrative functions of the Main Office. The Main Office Coordinator provides a warm and welcoming atmosphere for students, staff, parents, and visitors. They complete administrative tasks and support the school administration by performing various clerical and secretarial work with sensitivity. This position is essential in facilitating the school’s efficient daily operations of the school office. The Main Office Coordinator is characterized by wide\-ranging responsibilities and requires independent judgment, initiative, patience, and courtesy.

#### JOB RESPONSIBILITIES:

#### RECEPTION:

• Provide reception at the Main Office Front Desk; greet all students, families, and visitors respectfully and professionally, determining their needs, checking scheduled appointments, and directing them to the proper person
• Answer incoming calls to the Main Office in a pleasant, informed manner
• Check voicemail messages on the school’s main number on a routine basis and distribute accordingly those messages needing immediate attention
• Maintain the school phone system, including phone system maintenance needs
• Be knowledgeable and current with school activities, programs, and events related to the school calendar as well as a strong understanding of school policies
• Require all visitors to sign in and identify themselves; provide appropriate visitor badges and notify faculty/staff as appropriate

#### RECORDS

• Record daily attendance and student tardiness in the school database, including preparation and collection of attendance and tardy forms.
• Maintain and update student, faculty, and staff emergency information
• Assist Registrar with maintaining records in the office filing and storage of any nonregulated student records (sports forms and physicals, emergency forms and allergy lists); this may also include downloading documentation from school databases/information systems, and filing health and immunization records
• Maintain parent records (chaperone forms, driver’s information)
• Run background checks as needed for new employees, chaperones, volunteers, etc.

#### FIRST AID \& STUDENT HEALTH

• Administer routine first aid to students; dispense medication according to physician instructions and school policy; enter necessary information in the medical log,
• Notify parents of ill or injured students
• Prepare exposure notices to relevant class families and accident reports as needed
• Maintain faculty and staff CPR/First Aid records and coordinate semiannual CPR/First Aid training
• Maintain student emergency forms for binders at the Front Desk; create copies for teachers, section coordinators, and afterschool care teachers
• Keep a list of students with severe allergies; create copies for teachers, section coordinators, and afterschool care teachers
• Order medical supplies (including EpiPens, AED’s) as needed; restock over the summer months and discard expired medications.
• Refill class firstaid kits as needed

#### SCHOOL SUPPLIES

• Manage the procurement and dispersal of all school supplies at the start of and during the school year, including preparation of teacher worksheets for Mercurius orders in May, ordering of painting and drawing paper
• Keep track of school supply purchase budgets and maintain appropriate records (receipts) in collaboration with the Bookkeeper and Business Director

#### OTHER

• Provide key support in school emergency drills (fire, tornado, etc) with the Administrative Assistant and the Facilities Director
• Manage site use of facilities for school activities in collaboration with the High School Coordinator
• Supervise students sent to the office for disciplinary reasons
• Maintain sufficient copies of office forms for faculty and staff
• Keep student Lost \& Found items organized, coordinate communications with parents and teachers, as well as donation of unclaimed items prior to school breaks
• Participate in weekly Administration meetings
• Process and sort mail; maintain postage
• Facilitate delivery of yearbooks at the end of each school year
• Maintain school library records and process new books arriving, as time permits
• Perform other related duties as assigned by the Director of Administration

#### SKILLS \& QUALIFICATIONS:

#### CORE COMPETENCIES:

• Strong organizational, planning, and implementation skills
• Ability to manage workload independently and with interruptions

Strong written and verbal communication skills

• Excellent interpersonal skills
• Ability to as part of a team and independently
• Highly detail and results oriented
• Ability to work in a busy environment and to keep several projects going at once

Supports and upholds the mission and values of the Emerson Waldorf School

#### EDUCATION \& EXPERIENCE:

• Minimum High School Diploma (or equivalent); some College preferred
• Minimum of 2 years professional experience in an administrative support role; prior experience in school administration preferred
• Proficient in Google Workspace applications
• Experience with Waldorf Education preferred

#### OTHER:

• Able to lift up to 25 lbs
• Able to sit and use a computer for extended periods of time
• Have mobility required to move around the school campus in various weather conditions
• Have visual and hearing capabilities that allow for consistent communication with parents, visitors, faculty/staff in multiple formats (written, verbal, virtual, inperson, etc)
• Able to speak English fluently; fluency in a second language (especially Spanish) preferred
• Ability to work onsite; position is not eligible for remote/hybrid work
• Ability to successfully pass and maintain all background checks

#### About Waldorf Educational Association NC

Mission: We provide a Pre\-K\-12 grade education based on the insights of Rudolf Steiner that inspires our students to become independent and creative thinkers who are collaborative leaders in social and environmental justice.