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School Secretary

Harvest Commons School
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Job Title: School Secretary / Front Office Coordinator

Location: Harvest Commons School | Reports to: Founding Principal Status: Full-Time, Academic Year (with limited summer hours)

1. The Mission of the Role

The School Secretary is the bridge between our families and our faculty. You are responsible for ensuring that the "engine" of the school runs smoothly so that our teachers can focus on the classroom and our students can focus on growth.

2. Core Responsibilities

A. The Welcome Experience (The "Front Desk")

  • Hospitality: Greet every student and visitor with warmth, serving as the face of the Harvest Commons brand.
  • Communication Hub: Manage the main phone line and general email, filtering inquiries to the correct departments with speed and professional clarity.
  • Security & Safety: Oversee visitor check-in procedures and maintain the student "Sign-In/Sign-Out" logs, ensuring campus safety protocols are strictly followed.

B. Administrative Operations

  • Attendance Tracking: Manage the daily attendance database and proactively contact families regarding unexplained absences.
  • Records Management: Maintain student files, immunization records, and emergency contact information with 100% accuracy and confidentiality (FERPA compliance).
  • Supply Chain: Monitor and order office and classroom supplies, ensuring the school is always stocked for the "hands-on" projects our curriculum requires.

C. Student & Family Support

  • The "First Aid" Station: Handle minor "scraped knee" incidents and administer student medication according to school policy (training provided).
  • Event Coordination: Assist in the logistics of "Community Dig Days," Parent-Teacher conferences, and school-wide festivals.

 

 

3. Candidate Qualifications

  • Experience: 2+ years in an administrative role (school or non-profit experience preferred).
  • The "Multitasker" Mindset: Ability to handle a ringing phone, a late student, and a delivery driver simultaneously while remaining kind and composed.

Tech Savvy: Proficiency in Google Workspace (Docs, Sheets, Calendar) and a willingness to learn our Student Information System (SIS).