Administrative Coordinator

Job Description

Revised 2024

JOB TITLE: Administration Office Administrative Coordinator

HIRED BY: Superintendent

REPORTS TO (title): Superintendent

SUPERVISES: No direct supervisory responsibilities

DEPARTMENT NAME AND LEVEL: Support staff

EVALUATION SCHEDULE: Annual written evaluation with Superintendent

JOB STATUS (full/part): F ull-time

FLSA STATUS: Non-exempt

GENERAL DESCRIPTION

The Administrative Coordinator will demonstrate a warm and welcoming presence while having the ability to multitask and employ healthy stress management skills. This position must have excellent written and verbal communication skills for the tasks required.

REQUIRED PROFESSIONAL QUALITIES

▪ Possess strong verbal and written communication skills.

▪ Excellent listening and communication skills. Must have the ability to remain calm in stressful and emotional situations.

▪ Type letters, articles, memos, bulletins, or other material from oral directions, rough draft, or notes.

▪ Understand the importance of discernment, discretion, and confidentiality in the operation of the school. Respect professional ethics that require confidentiality concerning the sharing of information about children, parents, staff, or donors. Observe and maintain mandatory confidentiality (FERPA, HIPAA, etc.).

▪ Ability to operate basic office equipment (i.e. computers, telephone, intercom, copiers, calculators, etc.).

▪ Engage, establish, and maintain harmonious and cooperative relationships with students, staff, parents, and the community. Support the overall positive environment of the school.

▪ Works independently.

ESSENTIAL JOB FUNCTIONS—ACCOUNTABILITIES

It is expected that the Administrative Coordinator will …

▪ Manage the front desk by greeting and assisting parents, students, visitors, and staff and answering and responding to incoming phone calls.

▪ Provide support for staff and students, as needed.

▪ Have the ability to accomplish the goals and objectives assigned by the school administration and school policy.

▪ Participate in beginning-of-year staff orientation, staff meetings, and other school events as required.

▪ Know the procedures for dealing with emergency situations in the school. Participate in required emergency safety drills in coordination with school leadership.

▪ Report to the appropriate individuals any campus safety, health, and maintenance needs that are observed.

▪ Inform the school administration in a timely manner if unable to fulfill any assigned duty.

▪ Communicate clearly with the school administration in an earnest effort to resolve differences when they exist.

GENERAL ADMINISTRATION OFFICE NEEDS
▪ Assist Communications Coordinator with publications or social media updates by collecting/writing content.

▪ Coordinate (or assist) with website updates. Be able to post links for staff and families (i.e., Parent/Student Handbooks, back-to-school information, etc.), job postings from HR department, etc.

▪ Coordinate (or assist) with key school events such as Picture Day, ACSI conferences, Veterans Assembly, etc.

▪ Assist Development Director as needed including updating of donor/alumni, promotion of alumni events, parent business directory, & auction.

▪ Communicate campus-wide information via internal emails or signage related to time off, holidays, etc.

▪ Assist with campus-wide information associated with safety & security (egress maps, fire/lockdown drills, etc.) and update parent/student handbooks.

▪ Coordinate any alerts to parents or media (weather closure, lockdown, etc.)

▪ Manage log-ins for more than just communication purposes (i.e. SEVIS, DUNS, DMCA).

▪ Assist with coordinating volunteer/PIE program documentation.

▪ May coordinate any custody paperwork review and updates.

▪ Any other tasks as assigned by administrative office team.

REQUIRED PERSONAL QUALITIES

▪ Sign and live by the school’s lifestyle statement, found in the Employee Handbook, as a condition for employment and continued employment in this ministry.

▪ Compliance with Salem Academy’s general standards of attendance is acceptable.

REQUIRED SPIRITUAL QUALITIES (all employees)

▪ Acknowledge Christ as Savior and seek to live life as His disciple.

▪ Believe and actively support Salem Academy’s Statement of Faith.

▪ Demonstrate a desire for spiritual growth as evidenced by his or her prayer life, Bible study, and spiritual outreach to others.

▪ Be a Christian role model in attitude, speech, and actions toward others.

▪ Have a Christ-centered home and actively participate in a local bible believe church.

▪ “Work willingly at whatever you do, as though you are working for the Lord rather than for people.” Colossians

3:23.

▪ Follow the Matthew 18 biblical principle in dealing with conflict with students, parents, staff and administration.

ESSENTIAL JOB FUNCTIONS – PHYSICAL, MENTAL, & ENVIRONMENTAL REQUIREMENTS
Physical Demands – the following represents the physical requirement that must be met by the individual to fully perform the essential functions of this job:

The physical effort typically applied in this job includes:

X Lifting Pulling Shoveling

X Carrying Pushing Other (specify)

X Keying/typing Reaching

The amount of effort typically applied and frequency of application:

Amount of % of Time Effort is Applied
Effort Applied Less than 15% 15 to 40 % 40 to 70 % More than 70 %

Less than 1 lb.

Between 1 & 5 lbs. X

Between 5 & 25 lbs. X
Between 25 & 60 lbs.
More than 60 lbs.

The types of physical actions typically applied in this job:

% of Time Effort is Applied
Less than 15% 15 to 40 % 40 to 70 % More than 70 %
Sitting X

Standing X

Walking X

Bending

Confined

Mental/Visual Demands – the following represents the mental/visual requirement that must be met by the individual to fully perform the essential functions of this job:

Occasional mental and/ or visual attention; the operation preformed is either close to being automatic or the duties require attention only at long intervals

X Frequent mental and/ or visual attention; the flow of work is intermittent with checking or inspection involved.

Working Environment – Individual is exposed to the following work conditions while performing the essential functi ons of this job:

Regularly Occasionally
Indoors X
Outdoor weather conditions X
Moderate levels of sound X

Signatures and Dates
The following signatures are required to confirm the accuracy and completeness of the job description; that essential functions are aligned with Salem Academy goals and objectives; to validate that it is clear, concise, and supports compliance with legal considerations; and employee understanding of the job requirements. NOTE: Because jobs change, management reserves the right to add to or change the duties of the position at any time.

Employee Date Next Level of Management Date

Job Type: Full-time

Pay: $17.00 - $20.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

Ability to Relocate:

• Salem, OR 97301: Relocate before starting work (Required)

Work Location: In person