Business Office Coordinator

PREP ASU Preparatory Academy; United States; On-site; USD 22,041 - 35,817; Full time

Job summary

PREP ASU Preparatory Academy in the United States is seeking a robust Business Office Coordinator to support the Administrative Services team in daily operations and projects. You will deliver excellent customer service to students, families, staff, and external stakeholders.

The role opens with responsibilities including office opening/closing, calendar management, facility upkeep, visitor coordination, intranet management, onboarding/offboarding tracking, meeting logistics, events, and finance

Qualifications

• Associate’s degree or higher preferred.
• 3 years of experience in customer service or administrative role required.
• Spanish reading/speaking/writing preferred (not required).
• DPS fingerprint clearance card or equivalent required.
• Equivalent combination of experience, training, and/or education may be considered.

Responsibilities

• Open and close the Business Office Monday–Friday.
• Maintain the coverage calendar; manage parking passes and Sun Card access.
• Ensure the office is clean, safe, and well-maintained; oversee facilities and maintenance.
• Greet visitors and direct inquiries; manage mail and deliveries; route requests appropriately.
• Provide admin support to Administrative Services leadership; manage communications and scheduling.
• Manage the ASU Prep Intranet; handle help tickets; pull analytics weekly.
• Track onboarding and offboarding; conduct quarterly audits.
• Organize All Staff Meetings; create Zoom links and calendars; record sessions.
• Coordinate meetings, conferences, and events; arrange venues and materials.
• Lead two Administrative Services events per month; support finance processes (purchases, travel, invoices, card reconciliations).
• Review processes; propose policy or process changes; lead small to medium projects.

Skills

Communication skills

Organizational skills

Confidentiality

Multi-tasking

Education

Associate’s degree or higher

Tools

ASU Prep Intranet

Zoom

Sun Card

Help desk tickets

Job description

Business Office Coordinator

Provides direct support to the Administrative Services team in daily operational and project needs, delivering excellent customer service to students, families, staff, and external stakeholders.

Salary Range: $20.00 - $26.00 USD hourly.

Qualifications

• Associate’s degree or higher, preferred.
• 3 years of experience in a customer service, administrative assistant or equivalent position, required.
• Spanish reading, speaking, and/or writing ability preferred (not required).
• Active Arizona Department of Public Safety (DPS) IVP Fingerprint Clearance Card or equivalent.
• Any equivalent combination of experience, training, and/or education deemed comparable in knowledge, skills, and abilities may be considered.

Duties and Responsibilities

• Primary key holder responsible for opening and closing the Business Office Monday through Friday.
• Maintain the Business Office coverage calendar, ensuring staffing needs are balanced, parking passes are available, and all staff have access with a Sun Card.
• Ensure the office environment is clean, organized, safe, and well‑maintained, managing facilities, cleaning, repairs, maintenance, parking, security measures, and recommending improvements.
• Provide exemplary support in the office, greeting visitors, directing inquiries to appropriate individuals or departments, and managing incoming and outgoing mail.
• Offer general administrative support to the Administrative Services executive leadership team, including managing communications, scheduling appointments, meetings, interviews, answering phone calls, planning events, responding to emails, and handling other administrative functions.
• Manage the ASU Prep Intranet, communicating with leadership, handling help tickets, updating information, and pulling analytics weekly.
• Track onboarding and offboarding for the admin services team, completing tasks, communicating as needed, and conducting quarterly audits.
• Organize ASU Prep All Staff Meetings, creating Zoom links, sending calendar invites, attending meetings to admit attendees, and recording sessions.
• Coordinate meetings, conferences, and events—scheduling, arranging venues, sending invitations, placing orders, preparing materials, and ensuring smooth logistics.
• Lead two Administrative Services events per month to encourage a positive team culture.
• Support finance processes such as purchase requests, travel, invoices, and credit card reconciliations.
• Review organization‑wide processes for effectiveness, recommending policy or process changes where necessary.
• Lead small to medium‑size enterprise and department projects.
• Perform additional duties as assigned.

Knowledge, Skills, and Abilities

• Excellent reading, writing, computation, technology, and communication skills.
• Strong organizational skills with the ability to manage multiple priorities.
• Ability to perform a variety of routine clerical and administrative tasks and meet deadlines.
• Effective oral and written communication skills.
• Collaborative teamwork and ability to build positive working relationships.
• Strict confidentiality maintenance.

Physical Demands

The employee is frequently required to stand, talk, hear, walk, and sit. Manual tasks include using hands, arms, and fingers to input data and occasionally pushing or lifting up to 20 lbs. Specific vision abilities required include close, distance, color, peripheral, and depth perception.

Location

UCENT, 5 days per week.

Travel

Occasional travel may be required for site visits, meetings, trainings, and/or conferences. Locations may vary and may require overnight stays.