Main Office and Board Coordinator

St. Croix Preparatory Academy; Stillwater (MN); On-site; USD 57,000 - 62,000; Full time

Job summary

St. Croix Preparatory Academy in Stillwater, MN seeks a Main Office & Board Coordinator to streamline executive operations, manage confidential records, and support governance aligned with the school's classical education mission.

This role serves as the frontline contact for students, staff, and families, handling communications, meeting logistics, and data management, including state reports and approvals.

Qualifications

• Bachelor's degree preferred in General Education or related field; High School Diploma required.
• Proven experience in executive support, office administration, or school operations.
• Expert knowledge of Google Workspace (Docs, Sheets, Calendar, Drive) and Microsoft Office; familiarity with database management; MARRS preferred.

Responsibilities

• Executive & General Administrative Support: provide comprehensive administrative assistance to the Executive Director and school leadership, handling communications and scheduling.
• Board Clerk Responsibilities: coordinate meeting schedules, publish agendas, and ensure compliance with Minnesota Open Meeting Law; manage governance records.
• Project & Process Coordination: track strategic plan milestones and assist with data collection for state reports, accreditation visits, and annual reviews.

Skills

Communication

Governance

Discretion

Organization

Education

Bachelor's Degree

High School Diploma

Tools

Google Workspace

Microsoft Office

MARRS

Job description

Main Office & Board Coordinator

Reports To: Executive Director

Classification : 260 days

Compensation: $56,500-$62,175 (benefits eligible)

Position Summary

As a primary point of contact for the school, this individual ensures effective executive operations, professional stakeholder engagement, and board governance in alignment with the school's classical education mission.

Key Responsibilities

• Executive & General Administrative Support




• Public Relations: Maintain a professional image in person, via email, and over the phone as the initial resource for students, staff, and parents


• Building Access: Greet visitors, enforce building access policies, and maintain the school guest/student sign-in system.


• Information Management: Organize and maintain confidential files (personnel, strategic plans, legal) and handle incoming mail and deliveries.


• Communications: Edit reports, correspondence, and presentations; take and relay messages; and support stakeholder engagement.


• Operational Support: Oversee office machinery (copy machine, postage meter, phones) and manage the procurement of general office supplies.


• Food Service Reporting: report monthly food service meal counts through CLiCS.




• Board Clerk Responsibilities




• Meeting Compliance: Coordinate and publish meeting schedules, agendas, and public notices in compliance with Minnesota Open Meeting Law.


• Records Management: Securely archive official governance records, including bylaws, policies, and resolutions.


• Governance Support: Assist the Board Chair and Executive Director in compiling board packets and tracking governance items.


• Logistics & Onboarding: Manage venue setup and technology for board meetings and facilitate the onboarding and compliance training for new members.




• Project & Process Coordination




• Strategic Tracking: Assist in tracking strategic plan initiatives and provide logistical support for milestone reporting.


• Data Organization: Collect and organize data for state reports, annual reviews, accreditation visits, and authorizer submissions.


• MARRS Reporting: serve as back-up for school-wide MARRS reporting.

Requirements & Skills

Education & Experience

• Degree: Bachelor\'s Degree in General Education or a related field preferred; High School Diploma required.


• Experience: Proven experience in executive support, office administration, or school operations.


• Technical Proficiency: Expert knowledge of Google Workspace (Docs, Sheets, Calendar, Drive), Microsoft Office, and database management. Experience with MARRS preferred.

Essential Skills

• Communication: Outstanding verbal and written communication skills with a professional personal presentation.


• Governance Knowledge: Knowledge of Open Meeting Law, Robert's Rules of Order, and Minnesota board governance (preferred).


• Discretion: Ability to manage confidential information, including personnel and legal documents, with high professionalism.


• Organization: Strong project management skills with meticulous attention to detail.

Personal Qualities & Working Conditions

• Mission Commitment: Dedicated to St. Croix Prep's mission of academic rigor, character, and leadership.


• Professionalism: Grace under pressure, high emotional intelligence, and a proactive, service-oriented attitude.


• Environment: Work is primarily indoors and involves continuous interaction with students, staff, and parents.


• Physical Demands: Requires regular use of office equipment and occasional physical activity related to meeting setup (lifting/carrying items).