Front Office Administrative Coordinator

Southern Association of Independent Schools, Inc.; Nashville (TN); On-site; USD 42,000 - 52,000; Full time

Job summary

Harding Academy is seeking a Front Office Administrative Coordinator to serve as the welcoming face and primary administrative anchor of our community. This role supports front desk operations, registrar tasks, data entry for admissions, and coordination with IT and HR for onboarding staff.

The ideal candidate demonstrates strong organizational skills, discretion, and customer-service orientation while maintaining security of student records and a professional demeanor in daily interactions.

Qualifications

• High School diploma or equivalent required; Associate or Bachelor’s degree preferred.
• Two (2+) years of experience in front desk administration, customer service, or records management, preferably in an academic or non-profit environment
• Proficiency with Google or Microsoft Office 365, as well as familiarity with database management
• Exceptional verbal and written communication skills with a customer-service oriented mindset
• Discretion & Ethics
• Fluency in Microsoft Excel and Word and/or the Mac system equivalents and familiarity with database management

Responsibilities

• Provide a warm and helpful welcome to all school visitors, vendors, and Harding families, while following school safety protocols.
• Maintain a friendly demeanor while answering the phone and doorbell systems.
• Support school safety initiatives by instructing all visitors to sign in and receive a name badge and notify their host.
• Receive and aid in distributing mail and deliveries and communicate any school closures to those who deliver to the school.
• Assist with maintaining a tidy front lobby area (water plants, keep furniture and decor ready to receive visitors at all times, etc.)
• Manage several functions within the Blackbaud Education Management Software (CompassNet) including: School Calendar, Annual Rollover Procedures and Class Scheduling.
• Admissions Office Support
• Scheduling and calendar management for tours, assessments, interviews, etc.
• Provide assistance with greeting prospective families, school tours, and special Admissions events.
• Manage data entry for FinalSite and other elements of the Admissions process
• Work closely with the IT and HR Office to aid with onboarding new faculty and staff
• Aid in maintaining the space reservation calendar by scheduling and updating the calendar for various physical spaces on campus
• Work closely with the Advancement Office to provide assistance with preparation for end-of-year events/awards/employee recognition
• Other duties as assigned by Director of Finance and/or Head of School

Skills

Verbal and written communication

Discretion & Ethics

Customer-service mindset

Education

High School diploma or equivalent

Associate or Bachelor’s degree preferred

Tools

Google Workspace / Microsoft Office 365

Database management

Blackbaud Education Management Software (CompassNet)

FinalSite

Job description

SUMMARY

Harding Academy seeks a warm, highly organized, and professional Front Office Administrative Coordinator to serve as the welcoming face and primary administrative anchor of our community.

This dual-role position is responsible for creating a positive first impression for students, parents, faculty, and visitors while maintaining the integrity and security of student academic records. The ideal candidate thrives in a vibrant school environment, communicates with grace and discretion, and brings strong technological and organizational skills to daily operations. This person will be expected to conduct themselves in a professional manner and customer services-oriented approach as a member of the Administrative Office.

EDUCATION AND EXPERIENCE

• 1. High School diploma or equivalent required; Associate or Bachelor’s degree preferred.
• 2. Two (2+) years of experience in front desk administration, customer service, or records management, preferably in an academic or non-profit environment
• 3. Proficiency with Google or Microsoft Office 365, as well as familiarity with database management
• 4. Exceptional verbal and written communication skills with a customer-service oriented mindset
• 5. Discretion & Ethics
• 6. Fluency in Microsoft Excel and Word and/or the Mac system equivalents and familiarity with database management

ESSENTIAL DUTIES AND RESPONSIBILITIES

Reception & Front Desk Administration

• Provide a warm and helpful welcome to all school visitors, vendors, and Harding families, while following school safety protocols.
• Maintain a friendly demeanor while answering the phone and doorbell systems.
• Support school safety initiatives by instructing all visitors to sign in and receive a name badge and notify their host.
• Receive and aid in distributing mail and deliveries and communicate any school closures to those who deliver to the school.
• Assist with maintaining a tidy front lobby area (water plants, keep furniture and decor ready to receive visitors at all times, etc.)

Registrar

• Manage several functions within the Blackbaud Education Management Software (CompassNet) including: School Calendar, Annual Rollover Procedures and Class Scheduling.
• Admissions Office Support
• Scheduling and calendar management for tours, assessments, interviews, etc.
• Provide assistance with greeting prospective families, school tours, and special Admissions events.
• Manage data entry for FinalSite and other elements of the Admissions process

Operational & General Support

• Work closely with the IT and HR Office to aid with onboarding new faculty and staff, especially adding them to the school copier and Blackbaud software.
• Aid in maintaining the space reservation calendar by scheduling and updating the calendar for various physical spaces on campus.
• Work closely with the Advancement Office to provide assistance with preparation for end-of-year events/awards/employee recognition.

Other Duties as assigned by Director of Finance and/or Head of School

PHYSICAL DEMANDS

While performing the duties of this job, the employee is regularly required to speak; hear; stand; walk; sit; use hands to finger, handle, grasp or feel; and reach with hands and arms. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl; and taste or smell. The employee must occasionally lift and/or move more than 100 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. Reasonable accommodations may be available to allow the employee to perform the essential functions of the job.

WORK ENVIRONMENT

Work is primarily performed in an office environment where sitting for long periods of time is required.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. There may be times when the Front Office Administrative Coordinator may be required to work remotely due to weather or school closure issues