Office Coordinator Job Description 2024-25

About Cascades Academy
Cascades Academy was founded in 2003 with a deep commitment to experiential learning, academic
excellence, and community engagement. Now in its 21st year, the school has grown to 250 students
PreK-12 and is excited to more fully realize its founding pillars while also deepening its commitment to
diversity, equity, and inclusion, social-emotional learning, and community partnerships to inspire lifelong
learners.

Cascades Academy values employees who are committed to our mission, are prepared to engage fully in
a learning community, and are excited to bring their authentic selves to work. Cascades Academy’s
culture is highly collaborative and puts what is best for students at the center of the work. Regularly
named one of the Best Nonprofits to Work for in Oregon, our faculty and staff see each other as
teammates and feel motivated to do their best work here.

Cascades Academy strives to cultivate and maintain a supportive, inclusive community for all employees
and actively promotes a commitment to diversity, equity, inclusion, and anti-racism.
Studies have shown that women and people of color are less likely to apply for jobs unless they believe
they meet every one of the qualifications as described in the job description. We are most interested in
finding the best candidate for the job and are eager to consider applications from groups traditionally
underrepresented in independent school communities.

Position Summary
The Office Coordinator oversees the smooth operation of the school's front desk and performs general
administrative duties in support of the admin team.

• Office Coordinator working hours are 7:30 am-4:00 pm with a half-hour lunch break. Front desk

• This position requires the ability to maintain confidentiality and discretion.
• Additional evening and weekend hours will at times be needed for events throughout the year
• The Front Office Coordinator reports to the Executive Assistant to the Head of School

Responsibilities
Family & Student Engagement

• Greet visitors and guests and ensure proper sign-in procedures
• Be the warm and welcoming face/voice of the school
• Engage families, students, and staff daily, troubleshooting incidents as needed and

Skedda, SHC, GChat, school social media accounts, admin meetings) to maintain daily
situational awareness

• Communicate with staff and the community as daily activities in the school unfold
• Assist the Volunteer Coordinator in facilitating the efforts of volunteer activities throughout

appropriate action and/or direct the appropriate personnel for resolutions

• Student Management & Attendance

• Administrative Duties
• Daily

• Opening/Closing of School
• Make coffee for employees and prepare faculty workroom/kitchen
• Open/close front desk window
• Check voicemail
• Maintain access to and security of student files
• End of day walk through of school: secure doors and windows
• Check for substitutes, prepare paper attendance, key and laptop; provide

environment
Weekly/As needed

• Coordinate and execute weekly admin meeting; collect agenda inputs, update

• Assist with the execution of daily lunch services as requested by lunch

• Update copier machine directory at the beginning of the school year and as

• Update phone rosters and phone system at the beginning of the school year and

• Orient new staff to teacher workroom and resources
• Maintain forms in faculty workroom and admin wing
• Maintain an inventory of office supplies with budget guidance from the Business

cleaning, load supplies, clear paper jams, etc.) ensuring a safe working
environment and the availability of needed items.

• Manage the school vehicle check-out materials, including binders, clipboards,

• Call in service and supply requests for copiers and kitchen appliances;

• Stock general staff kitchen supplies

• Semi-Annually

date for all users.

• Health and Wellness

• Administer students' prescription medication
• Stock and order wellness room supplies under the guidance of the Health Coordinator
• Keep up to date on emergency policies and staff roles

• Other Administrative Team Responsibilities
• Assist with mailing school correspondence

• Print all receipts and acknowledgment letters for gifts and auction donations.
• Support all school events such as Admissions Nights, Ed Series, Back to School Night,

and Spring Fundraising Event. This may include entering data for registrants,
procurement items, sign-in/out sheets, nametags, mailings, etc.

• Create electronic display boards for various announcements and occasions and slides for

• Order meals for meetings and professional development days
• Assist risk management coordinator with keeping emergency supply bags stocked and

Physical Requirements
Requires mobility to traverse campus to accompany and assure the safety of children. This may

include moving between buildings multiple times throughout the workday and bending, squatting,
stooping, and kneeling.

• Ability to occasionally lift up to 30 pounds.
• Must be able to consistently and clearly communicate with children, colleagues, and families.

Position Details

Title Office Coordinator

Reports to Executive Assistant to the Head of School

Start Date July 1, 2024

Schedule Full-Time

Compensation Dependent on experience.

of scheduled school breaks during the year, two flexible
weeks during the summer, plus federal holidays

• 10 paid sick days and two personal days per year
• Professional development opportunities
• Free salad bar
• Free after-school care for faculty/staff children who are current

Application Instructions
To apply, please complete the application on our website, including your resume, cover letter,
and at least two letters of recommendation. No phone calls, please.

It is the policy of Cascades Academy to provide equal employment opportunity, regardless of
race, color, sex, age, national origin, religion, physical or mental impairment, sexual orientation,
veteran’s status or any other status protected by applicable law. Specifically, employment
opportunities are and shall be open to all qualified applicants solely on the basis of their
experience, aptitudes, abilities and training; advancement is and shall be based on the
individual’s achievement, performance, ability, attitude and potential for promotion.