ELC Administrative Coordinator

Job Description:

The Administrative Coordinator provides administrative support and office management to the Early Learning Center (ELC). This position will act as the liaison for all communication and coordination with school departments, facilities, technology, food service and Parent Association, as well as between the ELC students and their families, and provide support to Lower School administrators, office team, faculty and parent volunteers. The Administrative Coordinator will foster a positive and welcoming environment at the ELC. 

Essential Functions and Responsibilities:

• Manage various student and school information
• Manage and submit ELC student attendance daily
• Provide minor health services for ill and injured students
• Serve as the ELC liaison for all communication and coordination with school departments, facilities, technology, food service, Parent Association volunteers and vendors
• Provide support to Lower School administrators, office team, faculty and parent volunteers
• Communicate regularly with Upper Elementary (UE) office team members to achieve a cohesive school calendar of events
• Serve as coordinator for all ELC class trips, providing support to trip planners for permission slips, transportation, vendor agreements and purchase orders submissions
• Perform in a supervisory role for all school emergency procedures
• Order teaching and office supplies
• Manage calendaring for all ELC events and meetings, including ordering necessary departmental resources
• Oversee the scheduling and usage of the ELC classrooms and common spaces 

Front Desk

• Create a welcoming, safe and respectful office environment
• Answer phones, respond to email communications, greet visitors, interact with students, parents and guests
• Monitor school security
• Manage communication and needs related to admissions visits, playgroups and tours
• Coordinate services with maintenance, food service and security staff as needed
• Oversee office area and other common spaces
• Manage mailboxes and school mail services

Student Support

• Establish and build trusting relationships with all Lower School students, families, teachers, administrators and other school personnel
• Respond to student requests for copies and supplies
• Supervise students sent to office
• Handle sensitive issues with empathy and confidentiality
• Manage student Lost and Found

Information Management 

• Maintain digital student files and parent contact information, track and export student attendance, create daily announcements for faculty and students, monitor students’ transportation plans and relay messages as needed
• Schedule field trips
• Maintain various online calendars
• Collaborate with office team members and Blake Communications to submit items for weekly school newsletter, Bear Essentials
• Manage schedule building and coordination of fall and spring Parent/Teacher Conferences
• Send broad communication messages to various constituencies
• Manage event planning resources and room reservations
• Process requests for student transcripts and send records for external evaluations
• Create schedules for carpool supervision, indoor recess, picture day and various school events
• Create and maintain a daily roster of students taking school transportation
• Communicate with transportation providers about student attendance daily
• Manage and update the online Veracross faculty portal 

Health Services

• Tend to the physical and emotional health needs of ill and injured children, communicate with parents about student health concerns, maintain student digital health files, track student health room visits, compile lists of medical alerts, compile and distribute student medical and emergency contact information, dispense and track medications, distribute notices of communicable diseases, order and maintain health room supplies, other tasks as delegated by the school nurse
• Serve as liaison with the school nurse
• Ensure MN Licensing standards are upheld in all health related records and practices

Administrative Office Support

• Provide clerical and organizational support to ELC administrators
• Prepare back-to-school digital mailing and information to families
• Write and produce various ELC documents and communications
• Schedule appointments with parents for student services and multi-teacher/administrator conferences
• Maintain service of office machines
• Assist administrators with upcoming events/needs
• Handle sensitive issues with empathy and confidentiality
• Provide back-up and support for administrators in dealing with students, parents and phone calls during lunch and breaks
• Provide additional clerical support to administrators, as needed

Experience and Skills:

Minimum Qualifications:

• Associate’s degree
• 2-3 years of experience as an administrative assistant
• Strong interpersonal skills – ability to interact with faculty, staff and parents in a friendly and professional manner
• Excellent communications skills – written and verbal
• Detail-oriented and thorough with strong organizational skills
• Excellent multi-tasking ability
• Strong computer skills including proficiency in Microsoft Office Suite and Google Suite

Preferred Qualifications:

• Previous experience as an administrative assistant in a school environment

Working Conditions:

• Professional office environment
• Routinely uses standard office equipment

Physical Requirements:

• Able to communicate through a variety of modes, such as talking in-person, on the telephone or through email or other written communication
• Able to sit for extended periods of time
• Frequent use of keyboard
• Able to lift at least 10 pounds

The Blake School believes that a diverse society enriches all individuals and communities. Diversity of race, ethnicity, national origin, geography, religion, gender, affectional or sexual orientation, age, physical ability, and marital, parental or economic status forms the fabric of our society. As a result of these beliefs, The Blake School actively seeks students, families and employees who value and contribute to the fullness of a diverse community within the context of its mission. In doing so, we recognize our responsibility to help make each person's experience a success. EOE