Description

The Front Office Coordinator is the first-point-of-contact for all guests and community members entering campus. This position is also critical in ensuring the safety of the campus at the main point of entry including visitor check-in, delivery coordination, emergency response coordination support, and overall serving as the eyes and ears of the campus. The position requires excellent interpersonal and communication skills, organizational skills, and the ability to multitask. Along with a welcoming telephone and office demeanor, the receptionist must exhibit sensitivity and discretion. Knowledge of Google Suite and Microsoft Office is essential.

Essential Duties

Serves as the primary manager in the front office, overseeing overall protocols, procedures, safety, student attendance, visitors, and the coordination of mail and deliveries. As the office manager, this role ensures smooth, ongoing partnership between the three individuals: Attendance Clerk, Commissioner of Care, and the Front Office Coordinator.
Serves as the primary school Receptionist in receiving the general public, completing just-in-time background checks of visitors through our electronic system, receiving business representatives and others coming to the main office of the school.
Ensures implementation of all visitor check-in and background checks through the front office according to established school procedures. Coordinates with team members for maintaining technology, re-ordering visitor badges, and planning for large event visitor-check-in. Maintains the daily visitor log and is able to reconcile for safety purposes as needed.
Works in partnership with the Facilities Team to coordinate guest parking needs for individual meetings or larger school events.
Answers telephone calls and refers more specific questions to appropriate personnel; receive, screen and route telephone calls.
Has an understanding of and ability to employ appropriate protocols in emergency response cases such as failed visitor background checks, a notified danger in the community, receiving a threatening phone call, escalating anger of a campus visitor, etc.
Performs general clerical and keyboarding duties to support assistant principals and members of the leadership team.
Has an understanding of student attendance policies and protocols and is able to input data through the Student Information System (PowerSchool), in support of overall front office needs.
Completes daily and weekly reports for Assistant Principals regarding tardy and attendance trends as represented in our Student Information System; serves as a liaison between the Assistant Principals keeping them informed of important attendance, tardy, and front office trends
Supports the Assistant Head of School, Assistant Principals, Registrar, and Summer Programs with administrative tasks and special projects.
Is able to operate a variety of office equipment including a calculator, copier, fax machine, multi-line telephone system, scanner, walkie-talkie, computer and assigned software.
Performs other related and miscellaneous office, keyboarding, clerical and filing duties, as required or directed.
Performs a number of filing and mailing duties; sorts, arranges, alphabetizes records, letters and various documents; as needed in terms of front office coordination, receives school mail and ensures coordination of delivery to appropriate personnel; as needed, seals and weighs outgoing mail.
Supports the Commissioner of Care in monitoring inventory levels of office supplies; as needed, order, receive and maintain inventory of office supplies.
Supports the Commissioner of Care in ensuring that copy equipment is maintained in working order.
receive and relay messages received in the front office to students and school personnel as appropriate.
Exercise independent judgment in resolving and de-escalating a variety of issues and refer difficult issues to the administration and campus supervisor as necessary.
Support in the maintaining the ongoing needs of the attendance clerk by inputting student tardies, absences and early release, through a firm knowledge of the Student Information System (PowerSchool).
Input a variety of data into an assigned computer system;
Support the Office of the Assistant Head of School when needed
Open (when needed) and close the main office according to established procedures; post notices and announcements in appropriate areas; maintain lobby area in a clean and orderly condition as required.
Performs other miscellaneous duties as required or directed.

Specific Responsibilities

turns on/off overnight messaging
signs visitors in and out; maintains accurate log of guests present on campus during school hours using screening system provided
using the radio to contact facilities for essential needs
responds to neighbor calls regarding illegally parked student cars, and is able to call out students as needed; ensures the annual collection of student car License plate information into PowerSchool
transfer incoming calls to administrator assistants or speak directly to administrator prior to transferring a call
read monthly aviatrix to remain current of events on campus and attends staff meetings
Coordinates substitute teachers with the Assistant Head of School Office; informs necessary people of substitutes
Supports attendance office checking-in tardy students and clearing student absences throughout the day
Fills in as needed to support the Attendance Clerk with daily attendance needs
Facilitates lost and found

Requirements

Required Qualifications:

Training and Experience: Completion of four years high school, supplemented by clerical/office work experience including operation of current office equipment. Training on campus security responses, and willingness to continue with annual training in this area.
Knowledge, Ability and Skills: Knowledge of current office procedures; MAC/PC computer proficient using various software programs including Word and Excel. Ability to perform clerical work involving independent judgment and accuracy in making mathematical computations; understand and follow oral and written directions; complete routine tasks with little supervision; ability to multitask, complete assigned projects when given short timelines, prioritize tasks within the scope of the project deadlines; and to establish and maintain good cooperative working relations with other employees as well as good public relations.

OLP will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if OLP is concerned about a conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting calcivilrights.ca.gov/fair-chance-act/.

Federal Or State Emergency Declarations

The campus of 4860 Oregon St., San Diego CA 92116 is subject to shaking from earthquake activity and sits near a low flood zone. For more information visit the California Governor’s Office of Emergency Services: https://myhazards.caloes.ca.gov/

My submission of this application authorizes the school to conduct a background investigation and authorizes release of information in connection with my application for employment. This investigation may include such information as criminal or civil convictions, driving records, previous employers and educational institutions, personal references, professional references, and other appropriate sources. I waive my right of access to any such information, and without limitation hereby release Academy of Our Lady of Peace and reference source from any liability in connection with its release or use. This release includes the sources cited above and specific examples as follows: the local law enforcement agencies, information from the Central Criminal Records Exchange or either data on all criminal convictions or certification that no data on criminal convictions are maintained, information from the California or other State Department of Social Services Child Protective Services Unit and any locality to which they may refer for release of information to any findings of child abuse or neglect investigations involving me. Furthermore, I certify that I have made true, correct and complete answers and statements on this application in the knowledge that they may be relied upon in considering my application, and I understand that any omission or falsely answered statement made by me on this application, or any supplement to it will be sufficient grounds for failure to employ or for my discharge should I become employed with Academy of Our Lady of Peace.

Academy of Our Lady of Peace

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