Administrative Assistant/Front Office Coordinator

Odyssey Institute; Buckeye (AZ); On-site; USD 22,000 - 31,000; Full time

Job summary

Odyssey InstituteBuckeye, AZ seeks an Administrative Assistant/Front Office Coordinator to support daily school operations, handle communications, attendance, and student information tasks. This role contributes to a welcoming office environment and plays a key role in events and program coordination.

The position is 10 months, with operations through the school year and a restart before the new year. Strong organizational and communication skills are essential, with a focus on confidentiality

Qualifications

• Strong organizational and multitasking skills.
• Excellent communication and customer service abilities.
• Ability to maintain confidentiality and professionalism.
• Proficiency with spreadsheets, databases, and general office technology.

Responsibilities

• Provide front office support and manage communications with students, families and staff.
• Oversee attendance processes and communicate with families on absences and credit concerns.
• Support staff and classroom operations, including reports and IT/facilities coordination.
• Create and manage student information access and technology needs.
• Support health office operations and health records management.
• Assist with registrations, programs, events and state testing as needed.

Skills

Organizational skills

Communication

Confidentiality

Multitasking

Office technology

Tools

Spreadsheets

Databases

Office software

Job description

Administrative Assistant/Front Office Coordinator

The Odyssey Preparatory Academy Odyssey Institute - Buckeye, Arizona Open in Google Maps

This job is also posted in The Odyssey Preparatory Academy, Family of Schools

Job Details

Job ID: 5931648

Application Deadline: Posted until filled

Posted: Sep 17, 2026 6:00 AM (UTC)

Starting Date: Immediately

Job Description

Administrative Assistant/Office Coordinator

Position Summary: The Front Office Coordinator/Administrative Assistant plays a vital role in supporting the daily operations of the school by serving as a central point of communication for students, families, and staff. This position requires strong organizational skills, attention to detail, and the ability to manage multiple responsibilities in a fast-paced environment while maintaining a welcoming and supportive front office atmosphere.

This is a 10 month position - Position operates through the last day of school and graduation and begins again 3 weeks before the new school year begins.

Key Responsibilities:

Front Office Support & Communication

• Assist receptionist with answering phones, emails, and relaying messages to principals and staff
• Greet and assist visitors, students, and staff in a friendly and professional manner
• Schedule appointments for parents and school administrators
• Maintain communication logs between parents and principals
• Serve as a point of contact for front office operations during emergencies and drills
• Assist Principal with mail merges for the following items and others as requested:
  • Monthly Awards
  • End of Year Awards
  • Honors Acceptance and Rejection Letters
• Add announcements to the TV's daily/weekly and remove expired announcements efficiently
• Assist with weekly newsletter to parents under guidance of the Principal and Assistant Principal
• Assist with Professional Development Calendaring of events as well as the HS com calendar

Attendance & Student Support

• Manage daily attendance processes, including:
  • Inputting and verifying attendance records
  • Following up with teachers regarding missing attendance
    • Report teacher attendance documentation concerns to the principal
  • Running attendance reports for administration and counseling teams
  • Monitoring tardiness and excessive absences
  • Communicating with families excessive absences and possible loss of credit
  • Process and organize attendance appeals
  • Communicating attendance concerns to counselors and the principal
• Support enforcement of student handbook policies, including dress code and behavior expectations
  • Assisting Dean with Tardy Referrals
  • Assisting Dean with Behavior Referrals
• Track and communicate cell phone/headphone violations

Staff & Classroom Support

• Run teacher reports such as grade input tracking
  • Report information for teacher gradebook compliance weekly to the Principal
  • Weekly check of teacher artifact submission
• Organize and communicate classroom repair and technology needs with Facilities and IT
• Submit and track staff order requests with administrative approval through Seamless Docs

Student Information & Technology

• Create student email accounts and assist with StudentVUE access and Toddle access
• Track 10-day drops and maintain student data records while communicating information with the district registrar and the principal
• Collect and redistribute student devices as needed

Health Office Support

• Maintain a clean, organized, and compliant health office
• Manage student health records (electronic and physical)
• Administer medications to students and staff as required
• Respond to student and staff medical emergencies (grades 6-12)
• Complete incident reports and communicate with administration
• Coordinate and track hearing and vision screenings and required state reporting
• Communicate with families regarding health concerns

Operations & School Support

• Assist families with student registration
• Track and manage school programs and activities, including:
  • Fundraisers
  • Field trips
  • 45-day screenings
• Support graduation preparation, including materials and organization
• Assist with state testing as needed
• Maintain and create spreadsheets and reports for school leadership

Office & Community Engagement

• Organize and maintain front office and storage spaces
• Coordinate staff appreciation efforts such as monthly birthday celebrations
• Manage front office sales (e.g., book sales)
• Distribute and manage incoming/outgoing mail

Qualifications:

• Strong organizational and multitasking skills
• Excellent communication and customer service abilities
• Ability to maintain confidentiality and professionalism
• Proficiency with spreadsheets, databases, and general office technology
• Ability to respond calmly and effectively in high-pressure situations

Work Environment:

This role operates in a fast-paced school front office environment and requires frequent interaction with students, families, and staff. Flexibility, teamwork, and a solutions-oriented mindset are essential.

Position Type: Full-Time

Salary: $19 to $19 Per Hour

Job Requirements

• Citizenship, residency or work visa required

Contact Information

• Stephanie Crawford , HR Director
• 411 N 4th Street
• Buckeye, Arizona 85326
• Phone: [phone]
• Email: [e-mail]