Administrative Coordinator Main Office

Description

Job Category: Year-Round – Salaried Professional Employee

Classification: FTE 1.0

Job Location: Onsite

Starting Salary: $40,200 - $67,200

Reports To: Office Manager

Hmong College Prep Academy’s mission is to provide the best integrated, challenging, and well-rounded educational experience to students in grades K-12. If you want to make a difference as part of a dynamic educational community, we invite you to apply to join our team at Hmong College Prep Academy where graduates will be rich in experiences, culture, knowledge and pride, and will be ready for the challenges of college and beyond.

HCPA is a Title I charter school that serves students through a school-wide instructional plan focused on meeting the needs of at-risk learners. The Administrative Coordinator performs a wide range of administrative and clerical duties in support of assigned departments and school leadership. Responsibilities include serving as the first point of contact for visitors and families; managing phone and email communications;

responding to inquiries; drafting correspondence; scheduling appointments; assisting with student schedules and registration; and organizing and maintaining both paper and electronic records. The Administrative Coordinator plays a critical role in supporting daily school operations and ensuring effective communication, organization, and service across the school community.

• Serve as the first point of contact for all visitors, students, families, and staff, ensuring a welcoming, professional, and culturally responsive environment.
• Manage the main office front desk, including greeting visitors, answering and directing phone calls, responding to emails, and routing inquiries appropriately.
• Maintain visitor sign-in procedures and ensure compliance with school safety and security protocols.
• Retrieve messages from the main office voicemail and disseminate information to appropriate staff.
• Communicate effectively with families via phone calls, emails, conferences, and school events regarding general school procedures, events, and inquiries.
• Provide administrative support to school leadership and office teams, including scheduling appointments, document preparation, correspondence, and meeting coordination.
• Prepare, assemble, and distribute agendas and supporting materials for meetings; record, transcribe, and distribute meeting minutes as assigned.
• Assist administration with typing assignments, memos, newsletters, school bulletins, and general correspondence.
• · Review work completed by others to ensure accuracy, correct grammar and spelling, adherence to formatting standards, and compliance with organizational policies.
• Oversee, develop, and implement procedures to improve the efficiency and flow of clerical work.
• Maintain accurate and confidential student records in compliance with school, district, state, and federal requirements.
• Assist with student registration, scheduling, enrollment, and entry of new student information into Power School.
• Maintain student academic files; process transcript requests; send and receive student records to and from other school districts; update student demographics.
• Establish, organize, and maintain filing systems, databases, records, and rosters; purge files in accordance with retention policies.
• Support daily school operations, including student check-in/check-out and attendance-related tasks in coordination with relevant departments.
• Operate office equipment including computers, copiers, fax machines, and related technology; input, retrieve, and manage electronic data and files.
• Receive, open, and distribute incoming mail; ensure outgoing mail is properly prepared and sent using appropriate delivery services.
• Collaborate closely with Attendance, Enrollment, Health, Food Service, Family Engagement, administrative teams, and other departments to ensure seamless school operations.
• Coordinate and assist with school-wide events, meetings, family engagement activities, and marketing/enrollment events.
• Assist with translation needs or coordination of interpretation services when required.
• Maintain vendor profiles and records for…