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.

Title: Program Administrative Coordinator

Start Date: January 2026

Shift: Monday to Friday from 8:00 to 4:30 PM

Pay Rate: $27.00 to $29.00 per hour (top range with strong experience)

Reports to: Program and School Director

Collaborates with: Primary and Elementary Program Directors, other Administrators.

Job Summary:

Note: Duties may vary based on program and school needs.

• Partner with the Director 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 for authentic Montessori philosophy and child-centered education.

• Montessori training (Primary or Elementary).

• Experience working in a Montessori environment.

• Supervisory or mentoring experience with staff.

• Experience in event coordination and scheduling.

• Competitive hourly rate: starting at $27 (with potential increase after 3-month probation).

• Health, dental, and life insurance (available to full-time employees).

• Paid vacation (10 days/year) after 90 days of employment.

• Sick leave and bereavement leave.

• Simple IRA with 3% employer match.

• Professional development and Montessori training opportunities.

• Assigned parking and school laptop provided.

• Reimbursement for required licensing and certification renewals (CPR/FA, BBP, Food Permit, etc.).

• Staff appreciation events and a collaborative, supportive school culture.