Position Description:

The Front Office Coordinator is responsible for fostering a welcoming, inclusive, and secure environment for all who enter the main office (vendors, faculty members, current and prospective family members, students, and visitors), overseeing the daily operations of the school’s front office (including supply inventory of shared administrative spaces), supporting school leadership, and serving as the primary point of contact for all constituents of the school.

The main office is the primary point of entry for families and visitors to the school and is a bustling hub of activity. Ensuring information is handled confidentially and appropriately given access to student, employee, and volunteer information, the ideal Front Office Coordinator is nimble and flexible, thrives in reacting to and adapting to unexpected challenges or issues that arise throughout the day in a calm, positive manner, and plays a key role in coordinating and implementing daily school routines and operations. The Front Office Coordinator also supports Division Heads by arranging coverage of substitute teachers for planned and unplanned faculty absences.

The individual who will be successful in this role will demonstrate a commitment to Epiphany School values, brings strong relationship and community building skills, displays a keen attention to detail and strong written and verbal communication skills, works collaboratively across a range of constituents, and delights in working with elementary-aged children. Previous experience in a school setting is preferred but not required.

This is a non-exempt, full-time, year-round, administrator position reporting to a member of the school’s leadership team.

Location:

 The person in this role must work in-person on the school campus in the Madrona neighborhood of Seattle, Washington. Epiphany School does not cover or reimburse relocation costs and/or expenses.

Standard school operating hours are Monday, Tuesday, Thursday, and Friday from 8:00am – 4:00pm and Wednesday from 8:00am – 5:00pm (staff meetings). This position typically works a 7:45am – 3:45pm schedule and attends staff meetings as required.

This position requires occasional evening and weekend work to respond to substitute teacher coordination requests for unplanned faculty absences.

Working from home is permitted on an occasional basis after the 90-day probationary period.

Essential Duties & Responsibilities:

Administrative Management & Reception

• Greet, welcome and assist all staff, students, parents, community members, vendors and visitors to the school by answering inquiries, providing information, and directing to appropriate school areas.
• Answer phones, provide information, take and deliver messages and direct callers to appropriate individuals.
• Manage student attendance by calling families for any students with unplanned absences, and support teachers in ensuring student attendance records are entered and updated daily, including checking in students arriving late and supporting student pick up at the end of the day.
• Post faculty, staff, and student absences to the school’s Announcements channel in Teams and other school announcements as needed or directed.
• Accept, sort and disseminate incoming mail, and post outgoing mail daily ensuring that confidential or time-sensitive correspondence is handled appropriately (i.e., ensure the Development team is alerted when donation checks/gifts arrive).
• Give all checks and cash received, in the mail or in person, to the Business Office daily.
• Monitor workroom and administrative equipment and services (i.e., copiers, postage machine, shredding, etc.) and liaise with office equipment maintenance vendors, so all equipment is in good working order, stocked, and ready for use.
• In partnership with administrative support person, take inventory of and order supplies for staff lounge and shared administrative spaces, including coffee/hospitality, paper goods, and other necessary items.
• Manage annual startup and monthly orders for classroom books and supplies.
• Serve as the school liaison between the hot lunch program vendor (e.g., Lunch Ladies) and the Epiphany Parent Council.
• Order, maintain, and distribute ‘emergency’ lunch supplies for students who forget their lunch.
• Establish and maintain connections with bus transportation services, monitoring options and costs, and arranging bus transportation for school field trips, as requested.
• Coordinate parent-teacher conferences schedule using Sign up Genius.
• Coordinate school picture day, including booking the photographer, creating the schedule for class and staff pictures, and communicating the plan to staff and parents.
• Plan for coverage needs at the front office ahead of own planned or unplanned absences, in partnership with supervisor and the HR Manager.
• Serve as the primary liaison for Great Hall reservations at Epiphany Church.
• Collaborate with administrative teams to manage and update the digital school calendar.
• In collaboration with school leadership, organize in-service meeting agendas for the administrative team.

Coordination of Substitute Teachers

• Maintain a roster of substitute teachers, with contact information, preferences, availability, and certification status. Collaborate with Division Heads to update appropriate placement information.
• Serve as the primary point of contact for substitute coverage needs, responding to scheduled and unplanned substitute needs in a timely manner (this part of the position may occur outside of daily work schedule hours).
• Recommend sub placements to the division heads, adjusting for needed changes, and ensuring the teacher who’s out, the teaching team, and division heads know the final coverage plan.
• Monitor the subplans shared inbox, collate and distribute teaching plans and other relevant information to substitute teachers. Provide feedback to division heads if sub plans are not provided.
• Review, edit, and communicate with substitute teachers regarding timesheets and approve/submit via Rippling by deadline for bi-weekly payroll processing.
• Monitor/assist with daily recess coverage, noting when responsibilities are missed or late, calling “indoor” recess advised by division heads.
• Oversee the check in/out process for substitutes receiving school keys and laptops, ensuring all equipment is returned and accounted for daily.
• Support the HR Manager in onboarding new substitute teachers, setting expectations, and tracking performance feedback.

Safety & Security

• Ensure sensitive information, both written and verbal, is kept confidential and handled appropriately.
• Assist School Nurse with any student injuries, applying bandages, ice packs, administering medication as directed by the School Nurse, and communicating with families and teachers, as appropriate.
• Implement processes and procedures that ensure the safe, efficient, and effective operation of the school office (i.e., ensure keys and laptops that are checked out are returned, ensuring visitors and volunteers have left campus or confirm they are still with the staff member they are visiting).
• Assist with other school projects, as needed, as directed by supervisor or Head of School.

Typical Knowledge, Skills, and Abilities: 

• High School diploma or equivalent required
• CPR/First Aid training desired (can be obtained upon hire)
• Familiarity with general office practices and procedures, including managing and reviewing schedules, handling phone systems, email management, and organizing office spaces.
• Understanding of or ability to learn the unique needs and operations within a school environment, including attendance tracking, student and faculty absence management, and coordination of school-wide events.
• Knowledge of best practices for handling sensitive information, including student records, financial data, and employee information and ability to ensure sensitive information is always handled appropriately.
• Experience managing vendor relationships, including ordering supplies and liaising with service providers for office equipment maintenance and lunch services.
• Brings a friendly and approachable demeanor with an ability to provide a warm, professional, and welcoming presence for staff, students, families, visitors, and vendors.
• Strong verbal and written communication skills in the English language, including the ability to interact with a wide range of individuals and groups, both internally and externally.
• Fluency in additional languages a plus.
• Ability to manage multiple tasks, prioritize, and stay organized in a fast-paced environment, ensuring that deadlines are met, and office operations are smooth.
• Ability to anticipate needs and take initiative without being prompted.
• Ability to react quickly with the capability to address unexpected issues, concerns, and/or conflicts with flexibility, diplomacy, calmness and active listening to triage to the appropriate person.
• Basic understanding of safety and emergency procedures, particularly in an educational environment preferred.
• Comfortable using a variety of software and systems, such as Microsoft Office Suite (Outlook, Word, Teams, Excel), school-specific platforms and database systems.
• Brings a collaborative problem-solving approach and an ability to work effectively with various teams, including school leadership, HR, and other staff, ensuring open communication across departments.
• Ensures all records, communications, and schedules are accurately maintained and that tasks are completed to a high standard.
• Self-directed, strong attention to detail, and looks for ways to build efficiencies
• Has a strong sense of dependability and ownership of work, ensuring that all tasks and responsibilities are completed in a timely manner, and the office is well-managed even during high-stress periods or absences.
• Budget management experience in a business/office setting desired.

Workspace:

• Workspace located in busy office with frequent interruptions
• Repetitive hand motions
• Prolonged use of computer
• Must be able to lift up to 20 lbs.

Compensation & Benefits:

The starting salary range for this role is between $65,000 and $75,000 based on years of experience, education, and internal equity.

Alongside salary, Epiphany School offers a comprehensive benefits package including:

• Benefits stipend to put towards employee benefits including medical, dental, vision coverage, voluntary employee, spousal, and child life and critical illness insurance, accident insurance, voluntary short-term disability, and flexible health savings accounts 
• Employer-paid monthly premiums for employee assistance program and long-term disability coverage 
• 403(b) retirement plan with employer contribution  
• Paid holidays 
• Paid personal and sick leave
• Paid supplemental parental leave after 12 months of employment
• Professional development funding

Candidates of color who are interested in learning about other opportunities in independent schools are encouraged to participate in the 2025 Diversity Career Fair hosted by POCIS Northwest.

Virtual: Sunday, February 9, 2025, 9am-12pm PST on Zoom

In-Person: Saturday, March 8, 2025, 9am-12pm at The Bush School

For more information and to register, visit Diversity Career Fair

About Epiphany School: 

Epiphany School is a non-parochial, independent elementary school serving grades Pre-Kindergarten through Fifth Grade. The school mission is to challenge and support all students to become confident, curious, and courageous learners through innovative teaching in a caring and inclusive environment. We strive to inspire every child to discover meaning and purpose in a life of learning, actively cultivate an awareness and respect for diversity in all forms, and strive to create a positive, joyful, and inclusive community by embracing the following values: 

Respect: We encourage empathy through the strength of our differences, awareness of our global surroundings, and adherence to high standards of conduct. 

Responsibility: We build integrity and trust by understanding our choices and owning our actions. 

Resourcefulness: We foster resilience and expect all to search and find, to fail and learn, to risk and succeed in a changing world. 

With over 260 students, Epiphany School is large enough to offer a broad spectrum of educational opportunities and small enough to maintain a close-knit community that is much like an extended family. The beautiful, historic campus is located in a quiet setting in central Seattle’s Madrona neighborhood.  

Epiphany School’s Commitment to Diversity:

Epiphany School promotes and cultivates a diverse community as essential to academic success, social and emotional growth, and the development of good character. Engaging diverse perspectives stretches the mind and requires critical thinking, intellectual courage, and creativity. It takes careful listening and thoughtful expression and manifests itself in cultural competency. Thinking beyond oneself and seeing the world through the eyes of others is the foundation of fairness and empathy, and thus prepares our students to live respectfully and responsibly in our pluralistic democratic society. 

Epiphany School is committed to the Americans with Disabilities Act and the principle of equal access and opportunity in education and employment and full participation for persons with disabilities in all its programs and services.  

Epiphany School is an equal opportunity employer and will not discriminate against any employee because of race, color, national origin, citizenship or immigration status, religion, gender identity, gender expression, sex, sexual orientation, marital status, political ideology, physical, mental, or sensory disability, military status, genetic information, age, or any other characteristic protected by federal, state, or local law. 

Epiphany School complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact careers@epiphanyschool.org.