Position Title: Front Office Coordinator

FLSA Status: Non-exempt 

Position Overview 
The Front Office Coordinator supports Pasadena Waldorf School’s (PWS’s) students, parents, employees, and visitors on the Mariposa campus. The position reports to the Director of Operations and is multifaceted, involving administrative responsibilities with a focus on operations.  

Daily tasks include tracking student attendance, absences, and early dismissals, as well as answering phones, welcoming and directing visitors, emailing pertinent information to parents and employees, managing operations requests, placing supply orders, coordinating emergency plans and drills, as well as communicating with vendors and suppliers. Various tasks include reviewing Magnus Health for students’ medical records and emergency contacts, providing first aid to students and employees for injuries, illnesses, and classroom misconduct, and following up with parents and emergency services, when necessary. 

RESPONSIBILITIES:

• Takes and tracks daily attendance for students during school year, including parent contact as needed. 

• Sends email communication to parents and employees about important information such as school breaks, events, and communicable diseases, through Veracross composer (PWS’s software application). 

• Communicates messages to faculty and students in class as necessary. 

• Documents and communicates operations/maintenance requests to the Director of Operations.  

• Checks Magnus Health (PWS’s medical software application) for medical records and emergency contacts.  

• Updates and then uploads field trip permission slips into Magnus Health.  

• Collaborates with the Human Resources Manager on parent chaperone/volunteer Department of Justice clearances. 

• Inputs volunteer data into Veracross. 

• Ensures that faculty members receive and complete incident/injury reports as needed after an incident takes place. Then emails the report to the Human Resources Manager and uploads the report into Magnus Health.  

• Administers first aid care for student injuries. 

• When serious student injuries or incidents occur, updates the medical log and completes an incident report. Injuries to the neck, head, and or face require immediate notification of parents/guardians. 

• Assists the Director of Operations with emergency preparedness and provides support for regular emergency drills. 

• Leads the restocking of emergency backpacks with faculty and staff and provides supplies in August and as needed throughout the school year.  

• Prints the emergency student information in Magnus 9-1-1 Forms in August, adding them to emergency backpacks and front office binders. 

• Monitors and maintains inventory of office, janitorial, and medical supplies across both campuses. Occasionally places orders with Sparklett's for water delivery, piano tuning, and various maintenance needs. 

• Maintains a well-organized office and filing system.  

• Coordinates with vendors and suppliers on service orders and equipment maintenance.  

• Collects and distributes mail and takes outgoing mail to the mailbox.  

• Monitors front gates for visitors and deliveries. 

• Organizes and manages inter-office mail system. 

• Places the school’s Mercurius supply order in August. 

• Supervises use of paper shredder, projector, postage machine, and maintains two walkie talkies, the landline, and an extra mobile phone. 

• The Front Desk provides general care for the downstairs areas of Scripps’ Hall, including the lobby, front office, copy room, teacher’s desk, and both porches. 

Qualifications 

• High School diploma or GED required; bachelor’s degree preferred, commensurate work experience considered.  

• 1+ years of administrative and/or operations experience required.  

• Familiarity with or willingness to learn the unique cultural work environment of a Waldorf school.  

• Previous experience working in a school environment desirable. 

• Excellent verbal and written communication skills required.  

• Strong interpersonal and problem-solving skills, including ability to deescalate and remain calm in emotional and complex situations.  

• Proficient in Microsoft Office Suite, experience with databases and online applications (Veracross and Magnus Health preferred).  

• Ability to operate a variety of office equipment such as a computer, printer, scanner, copier, and occasional technology trouble shooting. 

• Professional and courteous manners and good judgment.  

• Strong organizational skills and detail oriented.  

• Ability to work collaboratively and take initiative on a variety of tasks and or projects.   

Reports to: Director of Operations

Compensation:  

• This is a full-time regular, non-exempt, hourly position with pay range of  $16.90-$21.00 per hour. 

• Benefits include medical, dental, life insurance, tuition remission, and paid time off plus holidays.  

• The typical work week is 8 hours per day, Monday through Friday, 7:30AM-4PM during school operating hours. This position requires the ability to be on call, including weekends, holidays, and based on business needs. 

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.  

While performing the duties of this job, the employee is regularly required to sit and walk for long periods. The employee must frequently reach with hands and arms.  The employee occasionally is required to use hands to finger, handle, or feel; talk or hear; stand and walk; bend/stoop/twist/squat/kneel; fine motor manipulation.  The employee must regularly lift and move up to 25 pounds and occasionally lift and move up to 50 pounds.  Anything over the weight limits should be done as a two-person lift or with a mechanical lift.  

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. PWS is made up of multiple buildings and campuses with uneven surfaces and terrain. The employee will regularly ascend/descend stairways in multiple buildings. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee regularly works outdoors at multiple campuses and has an indoor office. Occasionally works near visual displays. The noise level in the work environment is usually moderate. 

Pasadena Waldorf School is an Equal Opportunity Employer and makes employment decisions based on merit. We are committed to providing equal employment opportunities to all individuals without regard to race, color, religion, sex, national origin, age, disability, or any other protected characteristic. We are committed to providing reasonable accommodation to qualified individuals with disabilities. If you require accommodation to participate in the application or interview process, please contact the School’s Human Resources Manager to request assistance. This policy applies to all recruiting and hiring practices, promotion, compensation, benefits, training, professional development, and other terms and conditions of employment. 

Job descriptions are written as a representative list of the ADA essential duties performed by the entire classification. They cannot include and are not intended to include every possible activity and task performed by every specific employee.

To Apply   

• Please submit a letter of introduction, resume, and contact information for three professional references using the button below.