Front Office Administrative Coordinator

Harding Academy; Nashville, Northern (TN, KY); Hybrid; USD 25,000 - 34,000; Full time

Job summary

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

The role includes front desk duties, registrar tasks in Blackbaud CompassNet, admissions support, calendar management for tours and events, and collaboration with IT, HR, and Advancement to prepare for year-end events. Experience in academia or non-profit settings is preferred.

Qualifications

• High School diploma or equivalent required; Associate or Bachelor's degree preferred.
• Two+ years of front desk administration, customer service, or records management experience, preferably in an academic or nonprofit setting.
• Proficiency with Google Workspace and Microsoft Office 365, and familiarity with database management.
• Exceptional verbal and written communication with a customer-service oriented mindset.
• Discretion and ethics in handling information and interactions.
• Fluency with Microsoft Excel and Word and/or Mac equivalents; familiarity with database management.

Responsibilities

• Provide warm welcome to visitors, vendors, and families and enforce safety protocols.
• Answer phones and doorbell systems and maintain a friendly, professional demeanor.
• Assist with sign-in, name badges, and notifying hosts for visitors.
• Support registrar duties in Blackbaud CompassNet including calendar, annual rollover, and scheduling.
• Assist Admissions with tours, assessments, interviews, data entry for FinalSite and admissions processes.
• Collaborate with IT and HR on onboarding and space reservation calendar; support end-of-year events.

Skills

Verbal communication

Written communication

Customer service

Discretion & ethics

Education

High School diploma or equivalent

Associate or Bachelor's degree preferred

Tools

Google Workspace

Microsoft Office 365

Blackbaud Education Management Software (CompassNet)

FinalSite

CompassNet (Blackbaud)

Job description

Job DetailsLevel: ExperiencedJob Location: Nashville, TN 37205Position Type: Full Time - 12 Month - Non-Exempt HourlyEducation Level: High School or equivalentSUMMARY

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.

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.

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.