Front Desk Manager/Aftercare Teacher

The Front Desk Manager/Aftercare Teacher serves a dual role supporting both the administrative and educational functions of the school. As the primary point of contact for families, staff, visitors, and community members, this position oversees front office operations, student records, attendance management, substitute coordination, office procedures, and administrative support. In addition, this role provides supervision and care for students enrolled in the After Care Program, implementing developmentally appropriate activities, ensuring student safety, and maintaining positive communication with families.

The ideal candidate is highly organized, customer-service oriented, able to manage multiple priorities in a dynamic school environment, and enjoys working with children and families.

Front Office Administration

• Serve as the first point of contact for families, staff, vendors, visitors, and community members, providing exceptional customer service both in person and by phone.
• Answer, screen, and direct incoming calls; record and deliver messages as needed.
• Welcome visitors and ensure adherence to school security protocols and sign-in procedures.
• Manage parent, visitor, faculty, and staff sign-in records.
• Receive, process, and distribute incoming mail and packages and coordinate outgoing mailings.
• Prepare and coordinate weekly check mailings and other school correspondence.
• Maintain front office procedures, forms, manuals, and operational documents.
• Coordinate and supervise front desk coverage to ensure consistent office operations.
• Maintain office supply inventory and place orders as needed.
• Support the upkeep and organization of administrative areas, faculty break rooms, and shared office spaces.
• Assist with meeting preparation, logistics, and administrative support for school events and activities.

Student Records and School Operations

• Manage daily student attendance and distribute tardy stones.
• Create, maintain, and organize student files and records.
• Maintain student directories, class lists, reports, and other student-related documentation.
• Conduct periodic audits of student records to ensure compliance and completeness.
• Manage transportation release forms, health and allergy forms, medication forms, physical examinations, and immunization records.
• Prepare and maintain field trip documentation and coordinate transportation arrangements.
• Organize and maintain parent-teacher conference sign-up systems.
• Provide administrative support to faculty and staff as needed.

Substitute and Parent Coordination

• Serve as the primary contact for teacher absences and coordinate substitute teacher coverage.
• Maintain substitute teacher lists, records, and substitute binders.
• Communicate with parents regarding student needs, attendance matters, and other school-related concerns throughout the school day.

Facility and Equipment Management

• Coordinate maintenance and upkeep of office areas, equipment, and furnishings.
• Monitor and arrange servicing of office equipment, including copiers, printers, and communication systems.
• Assist with maintaining a clean, organized, and functional administrative environment.
• Conduct monthly emergency preparedness drills, including fire and tornado drills.
• Support annual staff training and compliance requirements related to school licensing and safety procedures.

After Care Program Responsibilities

• Provide supervision, care, and support for children enrolled in the After Care Program.
• Plan and implement developmentally appropriate activities consistent with the school's educational philosophy and program goals.
• Foster a safe, nurturing, and engaging environment for students.
• Monitor student behavior and ensure the well-being of all children in the program.
• Communicate effectively with parents and guardians during student dismissal.
• Ensure accurate sign-out procedures for student pick-up.
• Maintain cleanliness and organization of classrooms and aftercare spaces.
• Assist with end-of-day facility responsibilities, including securing classrooms and common areas, adjusting thermostats, turning off lights, and ensuring school facilities are properly closed and secured.

Qualifications

• High school diploma or equivalent required; associate's or bachelor's degree preferred.
• Minimum of two years of office management or administrative experience; school-based experience preferred.
• Supervisory experience preferred.
• Experience working with school-age children required; after-school or extended-care experience preferred.
• Strong customer service, communication, interpersonal, and organizational skills.
• Ability to manage multiple tasks and priorities in a fast-paced environment.
• Proficiency with office technology and administrative systems.
• Valid driver's license and reliable personal transportation.
• Commitment to maintaining confidentiality and professionalism.
• Ability to work collaboratively with faculty, staff, students, and families.
• Agreement with and adherence to school policies, procedures, and employee handbook requirements.

Physical Requirements

• Ability to sit, stand, walk, bend, and lift up to 25 pounds as needed.
• Ability to actively supervise children in both indoor and outdoor settings.
• Ability to perform routine office and administrative tasks using standard office equipment.

Interested candidates should submit a biography, resume, and professional references directly to admindirector@waldorfnola.org.