Position Title: Front Office Coordinator

FLSA Status: Non-exempt 

Position Overview 
The Front Officer Coordinator is a multifaceted position involving front office duties with a focus on the Early Childhood (EC) department and the Administration Building on Pasadena Waldorf School’s McComb Mendocino Campus. In addition to answering phones and placing work and supply orders for Preschool and the Admin Building, this position coordinates with the High School Administrator and EC Site Director on emergency plans and drills and vendor communication.  

Assisting the EC Site Director requires working independently on collecting information and managing student files for approximately 80 EC students annually; independently managing immunizations and reporting to the county annually; coordinating with the Site Director on licensing requirements, student attendance, and parent communication needs; and working with the Registrar on managing Magnus Health. 

Coordinating the Tuition Assistance program requires working independently on annual setup and managing the School and Student Services (SSS) application; coordinating with the Tuition Assistance Committee on reviewing applications; working with the Registrar on the Veracross Financial Aid module; and communicating with the Business and Pedagogical Administrators on approving amounts and policies.  

Responsibilities:

  • Front Office Coordinator, Mendocino Campus, Operations Team 

    • Answer phones for the Administrative Building, greet and orient visitors. 

    • Take attendance for preschool.  

    • Monitor and maintain inventory of office supplies including janitorial, postage, and printer supplies. 

    • Coordinate with vendors on service, orders, and equipment maintenance.  

    • Secure, lock doors and windows at the Admin Building. 

    • Check 2-way radios in the Admin Building and preschool classrooms regularly to confirm they are on channel 2 with volume up and in working order. 

    • Email parents about important information including school breaks, EC events, and communicable diseases, through Veracross composer.  

    • Coordinate with Registrar on functions in Veracross related to Tuition Assistance and operations.  

    • Notify Registrar of any new or visiting EC students. 

    • Provide support for parents and employees regarding software usage and training in Veracross, SSS, and Magnus Health. 

    • Schedule annual school photos for employees and preschool. 

    • Plan and coordinate fire, lockdown, and emergency preparedness drills for the Mendocino Campus. 

    • Report any buildings and grounds maintenance issues to the appropriate operations personnel. 

    • Maintain visitor and staff sign-in sheets for the Administration Building and Preschool Site. 

    • Set email and telephone out of office automatic replies, and notify other offices in advance of planned absences, and as soon as possible for unplanned absences. 

    • Distribute mail and accept correspondence such as payments from parents, invoices from vendors, and supply requests from teachers. 

    • Participate in professional development programs, including Administrative Network of AWSNA SoCal meetings.  

    • Additional instructions from Director of Operations. 

  • Site Director Assistant, Early Childhood Site Director 

    • The position of Site Director Assistant is required by licensing since both the Site Director and the Site Supervisor are full-time class teachers. The teachers handle all classroom processes and environmental standards for licensing, while the Site Director Assistant handles all administrative requirements. At PWS, this position serves as the main administrative contact for all EC students. 

    • Maintain student files for all EC (preschool and kindergarten) students. Set up requirements in Magnus Health, collect and print all forms for EC student files, including field trip permission slips and all required licensing forms.  

    • Maintain immunization records for all EC students. Ensure that students can start school and inform parents of upcoming requirements. Collect records, delayed schedules, and exemptions before the start of school. Work with Registrar (who collects immunization records for all other grades) as needed. Stay informed of California state immunization law and changing requirements.  

    • Report immunization status for preschool and kindergarten licenses to the county annually through Shots for School. 

    • Assist preschool teachers, teaching assistants, and room parents as needed.  

    • Coordinate communication to EC families regarding events, school requirements, operational issues, and any other needs. 

    • Care for and supervise children who need to be removed from the classroom due to illness or behavior concerns until they are picked up (rarely needed). 

    • Make and distribute monthly sign-in sheets for each student, as well as internal attendance charts; track attendance and enter information into Veracross daily. 

    • Reports COVID cases in preschool to licensing according to current requirements. Sends EC parents isolation and testing guidance. Follows up with parents regarding return to school requirements.  

    • Support Out of School Program Coordinator by providing current information for EC students, including required vaccinations, allergies, emergency contacts, authorized pick-ups, and parent contact information.  

  •  Tuition Assistance Coordinator, Controller 

    • Serve as administrative coordinator for the Tuition Assistance (TA) process. 

    • Main point of contact and point person for TA software: School and Student Services (SSS), Financial Aid Assistant (FAA), and Veracross Financial Aid Module. 

    • Set annual TA calendar: coordinate with Admissions, Registrar, and Business Administrator on Online Re-Enrollment and TA application deadlines. 

    • Facilitate Tuition Assistance Committee (TAC) meetings; calendar all meetings; lead application review process. 

    • Perform initial review of each TA application in SSS; refer to FAA as appropriate; send questions to TAC as needed. 

    • Parent Liaison for all TA-related questions and needs; maintain confidentiality of financial information; handle sensitive conversations with parents about employment status, financial considerations, and marital status. 

    • Send all proposed TA amounts to the Business and Pedagogical Administrators for approval. 

    • Enter all approved TA amounts in SSS and VC for enrollment agreements. 

    • Manage all PWS communication to parents regarding TA, including mass emails, relevant PDFs, and website/portal annual updates. 

Qualifications:

  • High School diploma or GED required, bachelor’s degree preferred, commensurate work experience considered. 

  • Previous experience working in a school with EC and knowledge of licensing requirements preferred.  

  • Familiarity with or willingness to understand the unique cultural work environment of a Waldorf school. 

  • Strong interpersonal skills, competence serving a diverse community of students, parents, other caregivers, and coworkers.  

  • Experience working with families of varying demographics. 

  • Ability to work collaboratively across school departments, especially Business Office, EC, and Registration/Admissions.  

  • Proficient in Microsoft Office Suite, Gmail, and Goggle docs. Advanced computer skills, internet savvy, and social media proficiency.  

  • Database experience and the ability to learn new software. Experience with Veracross, School and Student Services, and Magnus Health preferred. 

  • Ability to operate various office equipment such as a computer, printer, scanner, copier. 

  • Flexibility and comfort multitasking. Ability to stay calm under pressure. 

  • Strong organizational, prioritization, and problem-solving skills. 

  • Strong verbal and written communication skills. 

  • CPR/First Aid certification required. Immunizations as required by licensing and PWS. Additional background check for licensing required. 

Compensation: 

  • This position is a full-time, year-round, non-exempt, hourly position working 40 hours per week. 

  • Regular work hours are 8 hours per day Monday-Friday from 8am-4pm. 

  • Pay range is $17.27-$21.50 per hour. 

  • This position is eligible for the generous PWS benefits package that includes: 

    • Medical, and Dental, Basic Term Life insurance/Accidental Death & Dismemberment, Long-Term Disability insurance, and complimentary mental health services through the Employee Assistance Program.  

    • In addition, PWS offers vision, identity theft, pet insurance, and a 403 (b) retirement plan that an employee may elect to pay into, as well as paid vacation time, plus generous paid holidays.   

Physical Working Conditions:

The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.  

While performing the duties of this job, the employee is regularly required to stand for long periods. The employee must frequently reach with hands and arms. The employee is required to use hands to finger, handle, or feel; talk or hear; stand and walk; bend/stoop/twist/squat/kneel; fine motor manipulation. The employee must regularly lift and move up to 25 pounds and occasionally lift and move up to 50 pounds. Anything over the weight limit should be done as a two-person lift or with a mechanical lift. 

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. PWS is made up of multiple buildings and campuses with uneven surfaces and terrain. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee will spend most of the time indoors in the coffee trailer. The noise level in the work environment is usually moderate, but machines can get loud for those with sensitive hearing. 

Pasadena Waldorf School is an Equal Opportunity Employer and makes employment decisions based on merit. We are committed to providing equal employment opportunities to all individuals without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected characteristic.  

We are committed to providing reasonable accommodation to qualified individuals with disabilities. If you require accommodation to participate in the application or interview process, please contact the School’s Human Resources Manager to request assistance. This policy applies to all recruiting and hiring practices, promotion, compensation, benefits, training, professional development, and other terms and conditions of employment.  

Job descriptions are written as a representative list of the ADA essential duties performed by the entire classification. They cannot include and are not intended to include every possible activity and task performed by every specific employee.  

To Apply   

  • Please submit a letter of introduction, resume, and contact information for three professional references using the button below.