School Front Office Administrator

Ojai Valley School is a pre-kindergarten to grade 12 boarding and day school located on two campuses in Ojai, California. The Lower Campus serves students in grades PK-8 and the Upper Campus serves students in grades 9-12.

Summary

Under the direction of the Head of Lower Campus, the Front Office Administrator will perform a wide variety of clerical and secretarial duties to coordinate school office activities and administrative tasks; perform public relations and communication services for the Head of Campus and maintain accurate records and reports. The ideal candidate should have the ability to independently perform duties such as assisting parents, students, faculty, administration and school visitors in such areas as registrar, information services and primary secretarial support.

Essential Duties and Responsibilities:

1. Serves as a receptionist for the school front office; provides clerical assistance to faculty and staff as needed.

2. Organizes and manages the school calendar (Outdoor education, Upper-Lower connections, picture days, Family Weekend, academic events, etc.).

3. Serves as primary support to Head of Campus and/or other assigned supervisors; assist with various administrative matters as appropriate; work independently.

4. Coordinates registrar related operations and activities including student registration, records maintenance, evaluation of records for graduation and transcript requests.

5. Serves as assistant to Head of Campus; collect, compile, organize, record and maintain accurate reports, records and files relating to students, staff, operations and activities including those of a confidential nature including attendance, enrollment, personnel, payroll and equipment.

6. Assists the Head of Campus with faculty/staff evaluations.

7. Helps manage school photography.

8. Monitors daily student attendance; maintains student document filing systems and record tracking.

9. In conjunction with the Division Coordinators, organizes and supervises duties for lunch and recess.

10. Is thoroughly advised and clear about roles during fire and disaster procedures; ensures training of faculty and staff.

11. Attends Faculty/Staff meetings; compiles information, agendas, prepares and distributes materials needed during such meeting at the direction of the Head of Campus.

12. Coordinate data processing activities; assist personnel in the use of hardware and software.

13. Compiles resumes and applications as well as screens and schedules teaching applicants.

14. Assists new hires with access to calendars, keys, badges, tour of campus, phone lists etc.

15. Maintains accurate records of volunteers entering campus.

16. Receives notes and phone calls from parents/guardians in relation to absences, appointments and time away from school.

17. Helps to coordinate the use, organization, and upkeep of the common areas used by all departments; supports maintenance in identifying needs and of buildings and grounds.

18. Maintains campus cleanup and lost property.

19. Collaborate with Upper Campus front office for planning of faculty and staff One School connections between and among all schools.

20. Coordinates office activities; serve as reference source for staff, students, parents and the public.

21. Perform public relations and communications.

22. Collects and accounts for monies collected in conjunction with school and/or staff activities; secures monies and process according to established procedures; prepare and maintain petty cash funds records.

23. Coordinates the safety and security of staff, students and property (key check in/out, visitor check in/out, etc.).

24. Prepare various reports by gathering and organizing data submitted.

25. Type from rough drafts or verbal instructions a variety of material such as master schedules, memorandums, requisitions, lists, bulletins etc.

26. Requisition, receive, store and distribute supplies and office material; maintain materials and equipment inventory.

27. Supports the school and its leadership; acts as a liaison between various internal and external parties (community, site personnel, parents etc.).

28. Operate and have knowledge of a variety of office machines including copiers, calculators, computer equipment; open, receive and distribute all mail.

29. Veracross knowledge is a big plus.

30. Other duties as assigned.

Job Type: Full-time

Pay: $23.00 - $25.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Retirement plan
• Vision insurance

Work Location: In person