Front Desk Administrator (Full-Time) - Bellevue Montessori School Inc.

Bellevue Montessori School is a reputable American Montessori Society Accredited Montessori school guiding children 18 months - 12 years old for the past 5 decades. We develop an academically, socially, emotionally and culturally educated community of students within the framework of acceptance, compassion, and understanding, all in accordance with traditional Montessori curriculum and philosophy. We support each individual student in building a foundation for life-long learning in preparation for future educational endeavors.

Our Main Campus holds seven primary classrooms which serve children 2.5 - 6 years old. We are looking for a full-time Front Desk Assistant to support this campus.

Summary:

We are seeking a proactive and customer-oriented Front Desk Administrator to join our team. In this role, you will be the first point of contact for parents, visitors, and staff, providing exceptional service and support. Responsibilities include answering phone calls, assisting with arrival and dismissal procedures, maintaining security protocols, and managing administrative tasks such as data entry, billing, and scheduling. The ideal candidate will have strong organizational skills, attention to detail, and the ability to thrive in a fast-paced environment. If you have a background in administration, excellent communication skills, and a passion for customer service, we would love to hear from you!

Starts:  Beginning or Mid-September, 2024

Title: Front Desk Administrator (Full–Time)

Reports to:  Operations Manager / Campus Program Director

Collaborate with:  Other front desk administrators at our Rossano and Park campus,  Enrollment and Health & Safety department, Early Childhood/Kindergarten Assistant Director.

Hours: Monday to Friday 8:00 to 4:30 PM (including an unpaid 30 minute lunch break and 2x 10 minute breaks)

Location: In-person at our Main Campus

Responsibilities:

• Answering all front desk phone calls with warmth and professionalism

• Provide arrival and dismissal support as needed (guiding parents/families with parking, bringing children to the classroom, etc.)

• Communicating professionally with any parents or guest vendors who need entry to the building and ensuring security of the front entrance - open and close doors including side gates, and make sure everyone who enters signs in and follows all health & safety policies

• Data entry updates of family/child data into FinalSite, Transparent Classroom, and appropriate Student Enrollment spreadsheets and other Google Docs including maintenance and updating information related to new students or students who drop out of the program

• Using FinalSite to create billing reports, rosters, etc. for 7 Main Campus EC/K classrooms

• Assisting our Operations Manager with reconciling tuition deposits, tracking payment ledgers related to tuition and school expenses, and communicating with parents/guardians relating to tuition payments

• Taking care of and updating DCYF requirements in the classroom and campus such as parent board, staff board, snack calendar, student allergy list, print forms for the to-go bags, emergency bucket, including updating emergency contact information, etc.

• Greet parents/families visiting the Campus for tours and answering questions as needed.  Assist in preparing brochures / business cards ready for parents/families visit.

• Support Enrollment efforts:

• Answering basic enrollment questions over the phone and email (using detailed and professional language) or notifying the Enrollment Specialist, Program Director or Director of questions you can’t answer

• Ensure that student health & safety, etc. forms are completed

• Support the after school vendor program including communication with the outside vendors, teachers, and parents/guardians

• Assisting with copying, printing, and filing documents as needed

• Laminating resources for the classrooms

• Supporting the Primary Program Director with Parent interactions etc.

• Working cooperatively, collaborate, and assist the rest of the Primary Program and all other School Administrators when required to ensure project timelines are being met

• Daily staff scheduling: 

• Adjusting the classroom schedules based on any absences or schedule changes (ensuring to keep track of students leaving from the classroom and enough adults to meet licensing ratio of 1 to 10.  Example: If overstaffed in one classroom, can move the other staff to another classroom who requires assistance)

• Responding to texts and emails when staff call out or have schedule changes

• Daily scheduling for floaters and substitutes

• Keeping Staffing Changes Google calendar up to date for staff absences.  Touch base with the Rossano Campus about staffing changes (if Main campus is short-staffed, we may ask Rossano campus for help if they are well-staffed)

• Disinfecting sign-in materials (thermometers, pens, etc) and other items as needed

• Keep the front desk and lobby area clean, tidy, and organized

• Communicate with Facilities Manager if there are any repairs or maintenance needed for the Main campus

• Assist facilities in contacting vendors (during emergencies or when needed)

• Attend and participate in weekly Admin meetings (Wednesday and Thursday) to keep current with School activities and projects

• Assist in event planning and preparation for the Main campus

• Assisting with snack preparation and housekeeping tasks (laundry, dishwashing, organizing supplies) if needed

• Assist in ordering supplies for the campus which includes collaborating with the kitchen concierge on ordering groceries and kitchen supplies

• Other administrative duties as assigned 

Benefits:

• The opportunity to directly impact the education of children positively

• Being a part of our amazing reputation

• Professional development programs for those who are interested in becoming a certified Montessori Instructor or other

• Competitive Hourly Rate - Starting wage at $24.50 with an opportunity to increase the wage after a 3 month probationary period

• Paid 10 vacation days during the calendar year (12 months)

• Sick leave

• Bereavement leave of up to 3 days

• Health Insurance benefits are optional for full-time staff

• Simple IRA matching up to 3%

• Assigned parking

• Staff events, etc.

• Provided a work laptop to use while employed

• Reimbursement of up to $100 to complete initial DCYF licensing

• DCYF reimbursement for renewing health & safety licensing (CPR/FA, BBP, Food Permit, etc.)

Requirements:

• Able to work in a fast-paced environment and with minimal supervision

• Associate or Bachelor’s degree in business administration or related field

• At least a minimum of 1 to 2 years of front-facing roles in an administrative / front desk role that centers around customer service

• Experience working in a school setting (preferred)

• Strong organizational skills including attention to detail as this individual will be responsible for student data maintenance, billings, and staff scheduling