Administrative​/Clerical Coordinator, Office Administrator​/ Coordinator

Position: 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.
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