SUMMARY

The Receptionist/Front Office Administrative Assistant is hired by and reports to the VP for Finance. This is a non-exempt, administrative position responsible for managing front desk operations and providing broad administrative support across multiple departments.

ESSENTIAL FUNCTIONS
Front Desk & Reception

Serve as primary point of contact; greet visitors, issue badges, and direct inquiries.
Manage incoming calls and voicemail; route or respond promptly.
Open, maintain, and ensure readiness of front office daily.
Monitor entry systems and coordinate visitor access across campus.
Receive, log, and distribute deliveries and mail; maintain staff mailboxes.

Administrative Support

Provide administrative support to VP of Finance as needed.
Schedule meetings and reserve conference rooms.
Order and maintain office supplies and inventory.
Maintain office equipment and coordinate service as needed.

Student & Registrar Support

Process work permits and proof of enrollment documentation.
Manage transcript requests, verifications, and student records.
Maintain accurate data and complete required reporting (e.g., DE111).
Update student and family information in school systems.

Security & Traffic Coordination

Coordinate building access for daily operations, events, and holidays.
Support campus safety by managing door access and entry points.
Coordinate traffic control with off-duty officers for daily and special events.

Events & Community Support

Provide occasional administrative support for the planning of school events and award ceremonies.
Maintain birthday lists and coordinate staff celebrations.
Manage front office display case content and updates.
Serve as liaison to parent organizations by providing information as needed.

Special Projects

Support New Employee Orientation logistics and materials.
Assist with graduation preparation and year-end events.
Update and maintain the annual Directory

Additional Responsibilities

Provide backup support to clinic as needed.
Document processes and maintain organized records.
Provide cross-departmental support during peak periods.
Perform other duties as assigned.

EDUCATION, EXPERIENCE & SKILLS

Bachelor’s degree with 1-3 years’ experience working in a fast-paced office environment, preferably in an educational institution.
Proficient in use of Microsoft Office, Google Workspace, and Veracross (preferred).
Strong written and verbal communication skills.
Must have excellent judgment, respect for confidentiality, strong organizational and time management skills, and attention to detail.

Marist School Inc

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Receptionist/Front Office Administrative Assistant

Receptionist/Front Office Administrative Assistant