Front Office Coordinator

OUR MISSION

Invictus Academy of Richmond prepares 100% of students in grades 7-12 to thrive in the colleges of their choice, solve relevant problems, and communicate with confidence.

OUR SCHOOL

Invictus Academy is a high performing independent public charter school located in El Cerrito, and we are seeking a Front Office Coordinator who wants to join our team and create an exceptional school.

Invictus creates joyful, rigorous classroom cultures where students understand the importance of the content they are learning, and how it connects to their everyday lives and ambitions.

We believe in academic rigor, collaboration, have an unwavering belief in our students' capabilities, and do whatever it takes to support their growth.

We build trusting, authentic relationships with students, families, and colleagues. With these relationships as our foundation, we work closely with each other to support students in meeting the highest academic and behavior expectations. At Invictus, we are eager to learn about and implement restorative approaches to support students to be their best selves.

Invictus Academy of Richmond embodies humility and constantly strives to strengthen our knowledge, skills, and practice. We crave feedback and welcome opportunities to grow through observations, coaching meetings, and professional development.

We are fiercely solutions-oriented. We never shy away from a problem that we must solve to achieve our mission, but always bring potential solutions to the table.

ESSENTIAL FUNCTIONS

As the Front Office Coordinator at Invictus, you believe that seamless systems and procedures set the foundation for an environment where students and staff can thrive. You are part of a team of front office and operational staff dedicated to ensuring that the day to day of school runs smoothly. We are seeking a highly organized, service-oriented Front Office Coordinator to lead the daily operations of our main office. This individual will serve as the first point of contact for students, families, and visitors while managing a wide range of administrative duties. Key responsibilities include maintaining accurate student records, overseeing attendance tracking and communication, supporting internal print and reporting systems, and upholding front office systems that contribute to a safe, welcoming, and efficient school environment. The Front Office Coordinator plays a critical role in ensuring smooth operations, clear communication across stakeholders, and a professional presence that reflects the school's values.

The quality of our school cannot exceed the quality of our employees. In that spirit, we are seeking exceptional individuals to execute the following "essential job duties" and responsibilities:

Visitor Management:

• Oversee the entry and tracking of school visitors, ensuring security protocols are followed and visitors are welcomed appropriately.
• Manage the distribution and collection of substitute staff keys and lanyards at the start and end of the day.
• Maintain a clean and accommodating main office to provide a strong first impression for visitors.
• Answer and route incoming calls professionally, providing courteous service to all callers.
• Provide accurate information to families and community members, or route inquiries to appropriate staff.
• Greet and assist students who visit the front office for various needs, including health, behavior, or schedule-related concerns.
• Monitor student traffic in and out of the office, ensuring appropriate documentation and communication with teachers and staff.
• Provide support for students needing late passes, early dismissals, or general assistance throughout the school day.

Student Records Management:

• Maintain accurate and complete student records, including file requests from previous schools and compliance with data reporting requirements.
• Ensure all student data is accurate and compliant with reporting requirements.

Attendance Management:

• Ensure timely submission and verification of attendance by teachers; investigate inconsistencies and communicate relevant data to staff.
• Code attendance data, investigate inconsistencies, and communicate relevant attendance information to the appropriate staff.
• Manage late arrival process, including tardy passes, deductions, and communications.

Print Request & Reporting Management:

• Manage the print request system, ensuring timely fulfillment of staff requests and regular distribution of weekly reports and student passes.
• Print weekly reports, bathroom passes, and other necessary passes.

General Office Support:

• Provide administrative support to school staff and assist with any other office-related tasks as needed.
• Ensure all school operations are conducted in an organized and efficient manner, maintaining a welcoming and professional environment.
• Prepare and issue work permit documentation for students, ensuring timely processing.
• Upholding Invictus' expectations and protocol for students visiting the main office.
• Actively supervise students during transitions such as arrival, homeroom, passing periods, lunch, and dismissal.
• Attend and participate in school-wide events including Back to School Night, Parent/Teacher conferences, End of the Year events, Grade Level Meetings, Department Meetings, Summer Professional Development, weekly Professional Development during the school year, and other assigned meetings.
• Demonstrate proficient use of technology to communicate with staff, families, and community members using multiple school-based platforms.
• Other duties as assigned by the Director of Operations or an administrator.

PROFESSIONAL RESPONSIBILITIES:

• Demonstrate regular and consistent attendance in order to perform essential functions of the role.
• Collaborate with staff and leadership to continuously improve practices and address student needs effectively.
• Foster open and respectful communication, offering and receiving constructive feedback to enhance personal and team performance.
• Set and hold high expectations for academics and behavior.
• Develop trusting, authentic relationships with students and their families.
• Create and maintain a joyful, safe, structured, and engaging school and classroom culture.
• Supervise and engage with students in-person to ensure student safety and learning.
• Uphold and model core values, including purpose, perseverance, productivity, growth mindset, integrity, leadership, joy, gratitude, mindfulness, and kindness.
• Perform any other reasonable duties or responsibilities as assigned by your supervisor.
• Participate in the performance evaluation process, which is based on adherence to the outlined responsibilities and qualifications.

REQUIRED QUALIFICATIONS

• Bilingual
• Strong organizational and multitasking skills with attention to detail.
• Ability to handle sensitive and confidential information with discretion.
• Excellent communication skills, both written and verbal.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.
• Experience in a front office or administrative role, preferably in a school setting.
• Ability to work in a fast-paced environment and handle multiple tasks efficiently.

DESIRED QUALIFICATIONS

• Associate's degree or equivalent required; Bachelor's degree or higher preferred.
• Previous experience in school administration or a related field preferred.

PUBLIC SCHOOL EMPLOYMENT REQUIREMENTS:

• Pass a Criminal Background Check through the Department of Justice
• Obtain a negative TB reading prior to starting employment.

WORK ENVIRONMENT AND PHYSICAL DEMANDS

This full-time and on-site position requires sufficient mobility to report to campus, work in an office, and engage with students, families, and colleagues, with or without reasonable accommodations. The role may involve light lifting, pushing/pulling, standing, sitting, and bending for extended periods. Success in this role requires working well under pressure, meeting deadlines, and adapting to stressful and unpredictable environments. The employee must effectively prioritize and organize tasks while maintaining open and respectful communication with families and community members using school platforms and technology. Attendance and active participation in school-wide events, professional development sessions, and other assigned meetings are essential.

NON-DISCRIMINATION

Invictus Academy acknowledges and agrees that all persons are entitled to equal employment opportunity. Invictus Academy shall not discriminate against applicants or employees on the basis of race, color, religion, sex, gender, gender expression, gender identity, sexual orientation, pregnancy, national origin, ancestry, citizenship, age, marital status, physical disability, mental disability, medical condition, genetic information, military and veteran status, or any other characteristic protected by California or federal law. Equal employment opportunity shall be extended to all aspects of the employer-employee relationship, including but not limited to recruitment, selection, hiring, upgrading, training, promotion, transfer, discipline, layoff, recall, and dismissal from employment.