Front Office Coordinator

Position Description:

The Front Office Coordinator is responsible for fostering a welcoming, inclusive, and secure environment for all who enter the main office (vendors, faculty members, current and prospective family members, students, and visitors), overseeing the daily operations of the school’s front office (including supply inventory of shared administrative spaces), supporting school leadership, and serving as the primary point of contact for all constituents of the school.

The main office is the primary point of entry for families and visitors to the school and is a bustling hub of activity. Ensuring information is handled confidentially and appropriately given access to student, employee, and volunteer information, the ideal Front Office Coordinator is nimble and flexible, thrives in reacting to and adapting to unexpected challenges or issues that arise throughout the day in a calm, positive manner, and plays a key role in coordinating and implementing daily school routines and operations. The Front Office Coordinator also supports Division Heads by arranging coverage of substitute teachers for planned and unplanned faculty absences.

The individual who will be successful in this role will demonstrate a commitment to Epiphany School values, brings strong relationship and community building skills, displays a keen attention to detail and strong written and verbal communication skills, works collaboratively across a range of constituents, and delights in working with elementary-aged children. Previous experience in a school setting is preferred but not required.

This is a non-exempt, full-time, year-round, administrator position reporting to a member of the school’s leadership team.

Location:

 The person in this role must work in-person on the school campus in the Madrona neighborhood of Seattle, Washington. Epiphany School does not cover or reimburse relocation costs and/or expenses.

Standard school operating hours are Monday, Tuesday, Thursday, and Friday from 8:00am – 4:00pm and Wednesday from 8:00am – 5:00pm (staff meetings). This position typically works a 7:45am – 3:45pm schedule and attends staff meetings as required.

This position requires occasional evening and weekend work to respond to substitute teacher coordination requests for unplanned faculty absences.

Working from home is permitted on an occasional basis after the 90-day probationary period.

Essential Duties & Responsibilities:

Administrative Management & Reception

• Greet, welcome and assist all staff, students, parents, community members, vendors and visitors to the school by answering inquiries, providing information, and directing to appropriate school areas.
• Answer phones, provide information, take and deliver messages and direct callers to appropriate individuals.
• Manage student attendance by calling families for any students with unplanned absences, and support teachers in ensuring student attendance records are entered and updated daily, including checking in students arriving late and supporting student pick up at the end of the day.
• Post faculty, staff, and student absences to the school’s Announcements channel in Teams and other school announcements as needed or directed.
• Accept, sort and disseminate incoming mail, and post outgoing mail daily ensuring that confidential or time-sensitive correspondence is handled appropriately (i.e., ensure the Development team is alerted when donation checks/gifts arrive).
• Give all checks and cash received, in the mail or in person, to the Business Office daily.
• Monitor workroom and administrative equipment and services (i.e., copiers, postage machine, shredding, etc.) and liaise with office equipment maintenance vendors, so all equipment is in good working order, stocked, and ready for use.
• In partnership with administrative support person, take inventory of and order supplies for staff lounge and shared administrative spaces, including coffee/hospitality, paper goods, and other necessary items.
• Manage annual startup and monthly orders for classroom books and supplies.
• Serve as the school liaison between the hot lunch program vendor (e.g., Lunch Ladies) and the Epiphany Parent Council.
• Order, mai