Front Desk Coordinator

Position Overview

Prep Public Schools Front Desk Coordinators at Prep Public Schools serve as the first point of contact for students, families, staff, and visitors. This role is essential in creating a welcoming and professional environment while ensuring smooth daily operations of the school front office. The Front Desk Coordinator manages communication, provides exceptional customer service, supports various administrative tasks, and helps maintain an organized and efficient office. This individual plays a key role in supporting the school's mission by fostering a positive and responsive school culture for all stakeholders.

Key Responsibilities

• Manages all front office traffic, including but not limited to late scholars, parents, and visitors
• Manages Student Information System (SIS) and ensures data is tracked and updated appropriately and in advance of predetermined deadlines
• Ensures each visitor has the appropriate credentials and/or identification to visit the campus
• Ensures each parent, guardian, or guest has the appropriate credentials and/or identification to sign in/sign out scholars
• Utilizes SIS to locate student schedules for parent pick-ups
• Communicate with teachers on student pick-ups
• Direct visitors to the appropriate team member
• Receives and maintains student recrods
• Maintains copies of forms, events, and related information for the campus (i.e. uniform guide, applications, etc.)
• Communicating effectively with Leadership and Operations teams to ensure all documents for activities, events, etc., are current and a proper supply of copies is maintained
• Maintains, coordinates, and transfers student records confidentially and in a timely manner
• Answers phone calls and responds to voicemails in a timely manner
• Stays up-to-date with campus events, meetings, and general information to field inquiries
• Serves as "Student Accounting Coordinator" and accounts for all scholars in the event of an emergency
• Maintains accurate contact information for enrolled students and staff
• Manages staff directory and ensures the list remains updated throughout the year
• Serves as a liaison between parents, students, and team members
• Coordinates morning announcements to students and team members
• Supports student recruitment efforts
• Performs other duties as assigne

We look for adults that embody the following core values:

• One Big Family: We are a community who look out for one another, showing up like family. We take the time to open up, share our stories, and be vulnerable with each other. We strive to be positive role models within out community, holding each other accountable to do what's right and what's required. As friends and family, we also make sure to have fund and find joy together, strengthening our bonds of family.
• Grit: We are "all in" everything we do. We have courage when facing challenges and are resilient in the face of adversity. Only by leaning into difficult experiences do we discover what we're truly capable of. Education empowers us to prove what is possible despite the obstacles we encounter.
• Do More, Achieve More: Success requires hard work, and we work harder than anyone. With a growth mindset, we view every opportunity as a chance to improve. We cultivate a "winning mentality," striving for excellence in everything we do. We believe every Prep scholar is capable of being on a path to achieving a post-secondary pathway of their choice to reach their full potential.

Qualifications

• Education: High school diploma or equivalent and at least one year of clerical experience
• Professionalism and Integrity: Demonstrates high personal integrity, professionalism, and the ability to handle sensitive information
• Adaptability and Initiative: Self-starter comfortable with ambiguity, change, and working in a fast-paced startup environment
• Commitment to Excellence: Holds high expectations for academic achievement and models professional conduct and behavior
• Feedback and Collaboration: Open to giving and receiving constructive feedback to support growth and achievement
• Mission-Driven Mindset: Deep belief in educational equity and commitment to ensuring all students succeed in college and beyond

Knowledge and Skills

• Bilingual
• Excellent customer service skills
• Excellent verbal and written communication skills
• Excellent interpersonal and customer service skills
• Proficient in Microsoft Office Suite or related software
• Excellent organizational skills and attention to detail
• Excellent time management and prioritization skills
• Ability to work independently and as a team
• Excellent keyboarding skills
• Ability to follow written instructions and operate multi-line phone system

Performance Goals

• Forging Relationships: Achieve an 80% or higher on the Survey Satisfaction results
  • Responds to all inquiries within one business day
  • Translate all material and communication to be shared with school community
  • Maintains a positive attitude while interacting with others
• 100% Projected Enrollment by First Day of School (FDOS): The school will meet or exceed its enrollment target set by the Chief Operating Officer
  • Supports in the execution of student recruitment plans
  • Supports Operations Manager to ensure all families are effectively onboarded and persist throughout the school year
  • Complies with all registration requirements throughout the enrollment process
• Attendance: The Prep campus will maintain a 97.5% average daily attendance rate and meet the chronic absenteeism annual measurable objective, set by the state of Tennessee
  • Ensures families know and understand attendance expectations
  • Tracks data on a daily and cumulative basis and makes it visible to key stakeholders
  • Complies with all guidelines and performs audits on an ongoing basis
  • Tracks chronic absenteeism data on a daily and cumulative basis and makes it visible to key stakeholders
• Student Persistence: At least 90% of students will return for the following school year
  • Collaborate with school leaders to create a strong school culture and environment where students learn, are celebrated, and enjoy engaging with the school community
  • Supports the new family onboarding process from the time a parent completes an application and continues throughout the school year
  • Seeks and addresses parent and student feedback as it connects to non-instructional services and supports