Program Administrative Coordinator

Bellevue Montessori School is a reputable American Montessori Society Accredited Montessori school guiding children 18 months – 12 years old for the past six decades. We are seeking a proactive, organized, and collaborative Program Administrative Coordinator to support our Program Directors, staff, and families. This individual will play a vital role in coordinating program events, managing schedules, supporting staff, and ensuring smooth daily operations across the school.

The ideal candidate is detail-oriented, has strong communication and leadership skills, and demonstrates a deep commitment to Montessori philosophy and community values. If you thrive in a dynamic educational environment and enjoy working collaboratively with educators, children, and families, we encourage you to apply.

Note:

Duties may vary based on program and school needs.

• Partner with the Directors to create and maintain the annual parent and internal school calendar.
• Update and maintain the Program Administrative Handbook in coordination with the Director.
• Create and manage staff and specialist schedules, adjusting as needed for coverage.
• Oversee classroom observations for staff, visitors, and prospective parents.
• Manage documentation and compliance for AMS/NWAIS accreditation and Washington State licensing (DCYF, Fire, and Health Departments).
• Administrative maintenance and MAP testing coordination and oversight.
• Assist with Independent School documentation requirements.
• Oversee program-level ordering and budget tracking; submit receipts to Operations Manager.
• Support program-level communication, including editing newsletters, weekly posts, progress reports, and parent correspondence.
• Attend weekly administrative meetings and program-level meetings; share updates and notes as required.

• Plan and coordinate school and program events, such as parent breakfasts, potlucks, art exhibits, plays, and graduations.
• Organize field trips, including logistics and transportation.
• Collaborate with Program Directors to plan and implement Kindergarten/Elementary community-building activities and Kindergarten move-up visits to the Elementary.
• Support marketing and outreach efforts for program visibility, including Kindergarten–Elementary connections and campus initiatives.
• Work with the Marketing & Events Director to submit photos and program highlights for school communications and social media, honoring family photo permissions.
• Attend evening or weekend school events as needed.

• Implement and manage orientation, check-ins, and training for new after-school and assistant staff.
• Supervise After-School (Activity Club) and Summer Camp programs, including vendor coordination.
• Lead and mentor the Before & Aftercare (AC) team, supporting staff growth and collaboration.
• Meet regularly with classroom support and AC staff.
• Assist in classrooms or at the Front Desk when necessary to ensure smooth operations.

• Collaborate with Enrollment and Program Directors to coordinate new student visits and parent communications.
• Support Kindergarten and Elementary "move-up" processes, including observations, family follow-up, and scheduling.
• Coordinate current and prospective family visits, ensuring Lead Teachers are informed.
• Provide responsive, professional communication to families throughout the enrollment process.

• Associate’s Degree (Bachelor’s preferred).
• Strong organizational, communication, and multitasking skills.
• Demonstrated leadership and problem-solving ability.
• Ability to build positive and respectful working relationships.
• Flexibility, integrity, and a strong work ethic.
• Experience working with children in an educational setting
• Administrative coordination.
• Passion…