Front Office & Events Specialist

WESTFIELD WASHINGTON SCHOOLS; Westfield (IN); On-site; USD 32,000 - 44,000; Full time

Job summary

Shamrock Station Administrative Assistant at Westfield High School provides year-round front office, building access, safety, administrative, and operational support. You will greet visitors, verify access using SafeVisitor, and handle daily communications and mail while supporting several district programs.

Responsibilities include coordinating catering and events, assisting with social media content, and maintaining organized records.

Qualifications

• High school diploma or equivalent.
• Strong interpersonal and customer-service skills.
• Effective written and verbal communication.
• Strong organizational skills with attention to detail.
• Ability to prioritize and manage multiple responsibilities in a busy, public-facing environment.
• Proficiency with email, calendars, word processing, and common office technology.
• Ability to learn and utilize district technology systems, including visitor-management, scheduling, communication, and event-related platforms.
• Ability to communicate effectively and professionally with students, staff, families, clients, vendors, community members, and visitors.
• Ability to maintain confidential information and exercise sound professional judgment.
• Ability to work independently within established procedures and collaboratively as part of a team.

Responsibilities

• Serve as the primary point of contact in the front office and monitor the main building entrance for students, staff, families, clients, vendors, community partners, and visitors to Shamrock Station.
• Greet, identify, and check in visitors using SafeVisitor and established district visitor-access and security procedures before providing building access.
• Maintain awareness of individuals entering and exiting the building and promptly report unauthorized visitors, suspicious activity, safety concerns, emergencies, or unusual circumstances according to district procedures.
• Follow district and building procedures related to building security, visitor management, emergency response, student safety, and confidentiality and assist with safety communications and emergency procedures as directed.
• Maintain awareness of scheduled programs, meetings, events, and activities to appropriately identify, assist, and direct building visitors.
• Answer the main building telephone, provide general information, take messages, and direct inquiries to the appropriate staff member or program.
• Receive, sort, and distribute mail, packages, supplies, and vendor deliveries while following established building-access procedures.
• Maintain organized front-office records, forms, contact information, and building resources.
• Provide administrative, logistical, communications, and customer-service support for Rocks Shop, Foodies Rock Catering and Events, Shamrock Connections, and Rocks Media House.
• Communicate facility, visitor, delivery, scheduling, safety, or operational concerns to the Building & Events Coordinator.
• Support routine building needs that contribute to a safe, secure, organized, welcoming, and professional environment.
• Recording keeping for The Pursuit Institute
• Support Shamrock Station communications and social media by sharing approved information regarding building programs, student activities, events, accomplishments, and community partnerships.
• Create and schedule approved social media content and assist with building announcements, digital communications, and informational signage in accordance with district communication, branding, and confidentiality guidelines.

Skills

Interpersonal skills

Customer service

Communication skills

Organizational skills

Multitasking

Professional demeanor

Education

High school diploma or equivalent

Tools

SafeVisitor

Microsoft Office

Scheduling software

Visitor management system

Job description

Shamrock Station Administrative Assistant at Westfield High School provides year-round front office, building access, safety, administrative, and operational support. You will greet visitors, verify access using SafeVisitor, and handle daily communications and mail while supporting several district programs.

Responsibilities include coordinating catering and events, assisting with social media content, and maintaining organized records.