Receptionist/Front Office Administrative Assistant

Summary

The Receptionist/Front Office Administrative Assistant is hired by and reports to the VP for Finance. This is a non-exempt, administrative position responsible for managing front desk operations and providing broad administrative support across multiple departments.

Qualifications

ESSENTIAL FUNCTIONS

Front Desk & Reception

• Serve as primary point of contact; greet visitors, issue badges, and direct inquiries.
• Manage incoming calls and voicemail; route or respond promptly.
• Open, maintain, and ensure readiness of front office daily.
• Monitor entry systems and coordinate visitor access across campus.
• Receive, log, and distribute deliveries and mail; maintain staff mailboxes.
  
  

Administrative Support

• Provide administrative support to VP of Finance as needed.
• Schedule meetings and reserve conference rooms.
• Order and maintain office supplies and inventory.
• Maintain office equipment and coordinate service as needed.
  
  

Student & Registrar Support

• Process work permits and proof of enrollment documentation.
• Manage transcript requests, verifications, and student records.
• Maintain accurate data and complete required reporting (e.g., DE111).
• Update student and family information in school systems.
  
  

Security & Traffic Coordination

• Coordinate building access for daily operations, events, and holidays.
• Support campus safety by managing door access and entry points.
• Coordinate traffic control with off-duty officers for daily and special events.
  
  

Events & Community Support

• Provide occasional administrative support for the planning of school events and award ceremonies.
• Maintain birthday lists and coordinate staff celebrations.
• Manage front office display case content and updates.
• Serve as liaison to parent organizations by providing information as needed.
  
  

Special Projects

• Support New Employee Orientation logistics and materials.
• Assist with graduation preparation and year-end events.
• Update and maintain the annual Directory
  
  

Additional Responsibilities

• Provide backup support to clinic as needed.
• Document processes and maintain organized records.
• Provide cross-departmental support during peak periods.
• Perform other duties as assigned.
  
  

Education, Experience & Skills

• Bachelor’s degree with 1-3 years’ experience working in a fast-paced office environment, preferably in an educational institution.
• Proficient in use of Microsoft Office, Google Workspace, and Veracross (preferred).
• Strong written and verbal communication skills.
• Must have excellent judgment, respect for confidentiality, strong organizational and time management skills, and attention to detail.