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20 Jun
2025
Operations / Administration School Office Support Specialist
Job Description
JOB SUMMARY
The School Office Support Specialist is a key member of Art In Motion’s operations team, responsible for providing comprehensive administrative and clerical support to ensure the efficient operation of the school office.
This position is cross-trained across a wide range of functions, blending responsibilities of registration, administrative support, and serving as front desk reception. The incumbent will work collaboratively with the School Office Manager and serve as a central resource for students, families, staff, and visitors.
JOB LEVEL
Mid Level.
SUPERVISORY RESPONSIBILITIES
No.
KEY RESPONSIBILITIES
Registration Support
- Manage all aspects of student enrollment, re-enrollment, and registration, including communication with families and record management through SchoolMint.
- Maintain and update student records in compliance with school and district policies, including receipt and archiving of transcripts and enrollment documents.
- Process transfers, withdrawals, and record requests, including mailing files to other schools or the district.
- Assist with the creation and adjustment of student schedules and ensure accurate entry into the student information system (PowerSchool).
- Handle enrollment verification and other student data requests.
Front Desk Reception
- Serve as the first point of contact at the main office, welcoming all students, families, and visitors with professionalism and warmth.
- Answer and direct incoming calls and emails; provide accurate information regarding school operations, schedules, and events.
- Monitor and document student attendance, tardies, early dismissals, and appointments.
- Maintain a safe and organized reception area and oversee the sign-in/sign-out process.
- Take student ID photos and issue identification cards as needed.
Administrative Support
- Provide direct administrative support to the Principal, including scheduling, document preparation, and internal communication.
- Draft and distribute school-wide communications such as newsletters, announcements, and memos.
- Assist with the creation of spreadsheets, reports, and presentations.
- Support coordination of school events, staff coverage, and logistical planning.
- Maintain confidentiality and exercise discretion in handling sensitive information and communication.
Additional Responsibilities
- Monitor and support staff attendance tracking; assist with substitute coordination as directed.
- Ensure timely filing and organization of school documents, forms, and records.
- Assist with other duties as assigned by the School Office Manager or Principal to support school operations.
QUALIFICATIONS
Knowledge | Skills | Abilities
- Excellent customer service and communication skills with diverse stakeholders.
- Strong organizational skills and ability to multitask under deadlines.
- Proficiency with Google Workspace, Microsoft Office, Canva, PowerSchool, and SchoolMint.
- Ability to maintain confidentiality and discretion in handling sensitive information.
- Flexibility, initiative, and a positive, team-oriented attitude.
Education & Experience
- High school diploma or equivalent required; associate’s or bachelor’s degree preferred.
- Minimum of two (2) years of administrative or school office experience.
- Prior experience in a school setting or with school registration systems preferred.
- Bilingual in Spanish preferred.
Physical Requirements
- Ability to move freely throughout the school building to support campus operations and activities
- Must be able to remain in a stationary position for extended periods
- May require occasional lifting of materials up to 25 pounds
- Occasional evening or weekend work may be required to support peak enrollment periods or school events
