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Office Associate

Department: Operations
Dept./Subject: Elementary (all content areas)
Role Type: Full Time Part Time
Grade: n/a
Reports To: Director of School Operations
School Year: 2021-22 School Year
Start Date: July 2021

Position Overview

Reporting to the Director of School Operations and accountable to the School Leader, the Receptionist is a school-based operations role that ensures an orderly, responsive, service-oriented, and welcoming school environment. The receptionist serves as the primary contact person for many of the school’s stakeholders and must be able to communicate effectively with students, teachers, families, staff, trustees, donors, and visitors. The receptionist supports many school systems including arrival and dismissal, attendance, transportation, event execution, and student recruitment and enrollment.  The receptionist ensures that the school’s office communications and systems meet high standards of operational and customer service excellence, and enables instructional team members to focus on driving strong student achievement outcomes.

Primary Roles and Responsibilities include but are not limited to:

Communication

  • Greet and document all visitors (signing in visitors, ensuring that students only leave with authorized parents/guardians, monitoring and controlling access to the school, etc.)
  • Serve as the main point of contact in the school reception area;
  • Manage phones (answering calls, re-directing calls, taking messages, placing calls, creating school announcements, etc.)
  • Manage mail (distributing received mail, preparing school mailings, making mail drops, etc.)
  • De-escalate communications as necessary

Recruitment, Enrollment, and Records Maintenance

  • Assist with student recruitment
  • Support the enrollment and registration process for new-to-KIPP families
  • Support the collection and maintenance of student, personnel, and school information (receiving forms and paperwork, tracking missing forms, managing databases, updating contact information, keeping records current, etc.)

Systems Execution

  • Ensure Arrival and Dismissal systems are executed with accuracy
  • Work with the school Operations and Leadership Teams to ensure that all compliance requests and reports are completed on time
  • Maintain office equipment and furnishings
  • Help execute school-wide daily systems (executing student attendance, tracking the student discipline system, etc.)
  • Execute school maintenance and supply systems
  • Maintain accurate student data and information in compliance with federal, state, and school expectations
  • Support with logistics of report cards/progress reports/transcripts

Student Safety

  • Serve as the eyes and ears at the front of the building to ensure student safety at all times
  • Participate in the Safety Team at the school and always wear a Safety Hat throughout duties
  • Execute dismissal procedures with strict fidelity for student safety, for example, reviewing authorization to pick up before releasing students

Events and Activities Support

  • Support grade-level and school-wide activities, including field lessons
  • Support execution of staff events and preparing materials for staff workshops/trainings
  • Help execute logistics and preparations for school events and activities as needed (making photocopies, setting up for special events, making phone calls to confirm attendance, etc.)
  • Help prepare set-up for staff meetings, staff retreats and annual evaluations

Additional Requirements:

  • Support CFO with bookkeeping related tasks

Employment Qualifications:

Education
  • Bachelor’s degree from an accredited four-year educational institution (preferred, but not required)
Experience
  • 3 to 7 years of work experience, preferably in an office or education environment
  • Bi-lingual skills (English and Spanish) highly preferable
  • Welcoming and positive presence
  • Communicates well with others and demonstrates strong interpersonal skills with students, parents, colleagues and community members
  • Excellent communication skills, both verbal and written
  • Sense of humility, customer service mindset, and shows urgency and the ability to proactively solve problems and make decisions quickly
  • Flexibility and a sense of humor
  • Team player with strong interpersonal and stakeholder management and relationship building skill
  • Ability to stay calm under pressure, especially in difficult conversations with parents and staff
  • Displays maturity and ability to work independently
  • Has the ability to manage multiple tasks and meet tight deadlines
  • Excellent organizational, verbal, and written communication skills
  • Excellent computer skills, including Microsoft Word, Power Point, Excel, and Google Suite
Skillset
  • Demonstrate a relentless drive to improve the minds, character, and lives of students both in and out of school
  • Bi-lingual skills (English and Spanish) (preferred, not required)
  • Implement and enhance the school’s systems and culture
  • Maintain the school’s administrative systems and routines
  • Build strong relationships with stakeholders, especially families
  • Communicate effectively with students, families, and colleagues
  • Commit to positive customer service in challenging situations
  • Commit to continual professional growth, participating actively in department and staff meetings
  • Raise areas of possible improvement or of concern swiftly to the DSO and the Leadership Team
  • Participate in an annual summer staff orientation and training
  • Be present and engaged at least Monday through Friday
  • Work periodic evenings and weekends as needed
  • Work on a year-round administrative schedule with school holidays, plus PTO
  • Desire to continuously learn and increase effectiveness as a professional
  • Unwavering commitment to Legacy Prep’s mission and willingness to go above and beyond
Mindset
  • Self-aware: Aware of own strengths and areas of growth, work relentlessly to improve upon areas of growth, are open to feedback, willing to take personal responsibility, show balance in confidence vs. humility, and behave professionally
  • A passion for being part of a team-oriented, mission-driven school culture
  • Strong belief in the Legacy Prep mission and educational model, including experience implementing – or a passionate desire to learn how to integrate elements of project based learning – personalization and social emotional learning into instruction
  • High moral character
  • Values the importance of working in a diverse, inclusive, and equitable
  • Exhibits a growth mindset as an educator and lifelong learner
  • Positive and effective collaborator
  • Communication: Speak and write effectively. Inspire through communication
  • Personal organization: Prioritize and multi-task effectively. Punctual, prepared, and detail oriented
  • Passionate about continuous improvement

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Legacy Prep admits students of any race, color, national and ethnic origin to all the rights, privileges, programs, and activities generally accorded or made available to students at the school. It does not discriminate on the basis of race, color, national and ethnic origin in administration of its educational policies, admissions policies, scholarship and loan programs, and athletic and other school-administered programs.

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