Office Manager & Data Coordinator

Overview of Position

The Office Administrator & Data Coordinator serves as a key member of the school's operational team and is responsible for managing front office operations, student information systems, admissions, student records, family support services, lunch coordination, and student health services. This position serves as the primary point of contact for students, families, staff, and visitors while ensuring the accuracy and compliance of school data and records. The Office Manager & Data Coordinator works closely with the administrative team to support efficient school operations and provide excellent customer service.

Essential Functions

Front Office Operations & Hospitality

• Serve as the face of the school, embodying the school's mission and core values.
• Provide primary coverage of the front office.
• Greet and assist visitors, students, parents, and staff.
• Answer and direct incoming phone calls.
• Ensure visitor sign-in procedures are followed.
• Handle general inquiries and provide exceptional customer service.
• Assist students with communication needs, including phone usage and parent contact.

Student & Family Support Services

• Manage student check-in and check-out procedures.
• Maintain and monitor custody documentation and ensure compliance with legal requirements.
• Support families with student-related needs and concerns.
• Coordinate communication between families and school personnel.
• Assist administrators with parent meetings and student support needs.

Admissions & Enrollment

• Coordinate student enrollment and admissions processes.
• Manage open enrollment and lottery processes as applicable.
• Maintain enrollment records and documentation.
• Assist prospective families through the admissions process.
• Support student recruitment and retention efforts.

Data Management

• Maintain accurate student records in Infinite Campus and other school databases.
• Manage student cumulative records and transfers.
• Ensure compliance with state reporting requirements.
• Work with third-party providers to maintain student information systems.
• Generate reports and maintain data integrity.
• Support state testing, attendance, and accountability reporting.

Attendance

• Manage daily attendance procedures.
• Monitor attendance accuracy and compliance.
• Communicate attendance concerns with families.
• Coordinate attendance interventions with administration.

Student Health & Medication Administration

• Maintain student health records and required documentation.
• Coordinate compliance related to immunizations, health forms, and medication documentation.
• Provide basic first aid and care for ill students.
• Administer medications to students in accordance with school policies and physician orders.
• Maintain medication logs and documentation.
• Communicate with parents regarding student health concerns.

Communications

• Support school-wide communication efforts with students and families.
• Assist administration with internal staff communications.
• Help maintain calendars and school information systems.

Event & Operational Support

• Maintain a comprehensive school calendar.
• Assist with school events, registration activities, and special programs.
• Provide operational support to school administration.
• Support school initiatives and projects as assigned.

Additional Duties

• Perform other duties as assigned by the Executive Director or designee.

Qualifications

• Strong interpersonal and customer service skills.
• Excellent organizational and multitasking abilities.
• Experience working with student information systems, preferably Infinite Campus.
• Proficiency with Google Workspace and Microsoft Office.
• Ability to maintain confidentiality.
• Experience in school operations, admissions, office management, or data management preferred.
• Medication administration certification (or willingness to obtain training).
• Ability to work effectively with students, families, and staff.

Supervision

• Reports to: Executive Director or Designee
• Supervises: Front office support staff as assigned

Salary : $31,000 - $45,000