Middle and High School Campus Front Desk Coordinator

Headwaters School; Town of Texas (WI); On-site; USD 35,000 - 50,000; Full time

Job summary

Headwaters School is seeking a full-time Middle and High School Campus Front Desk Coordinator for the 2025-2026 school year. This role involves overseeing daily operations at the front desk, ensuring safety, and providing excellent service to students, families, and staff. The ideal candidate will possess strong communication and organizational skills, be service-oriented, and thrive in a dynamic environment. The position offers a supportive work culture focused on professional growth and community engagement.

Benefits

Generous paid time off

100% paid medical insurance for the employee

401(k) retirement plan

On-going professional support and continuing education opportunities

Qualifications

• Excellent verbal and written communication skills; comfortable speaking to diverse audiences.
• Previous experience working with children and customer service preferred.

Responsibilities

• Oversee daily operations of the front desk, serving as the first point of contact.
• Monitor building visitors and implement emergency protocols as needed.
• Administer basic First Aid and medication.

Skills

Communication

Organization

Flexibility

Customer Service

Education

High School degree or GED

Tools

Excel

Google Suite

Job description

Applications will be accepted
Monday, May 5, 2025 12:00 AM -
Monday, June 30, 2025 11:59 PM
(Central Standard Time)

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Middle and High School Campus Front Desk Coordinator

Job Description

Headwaters School, a Pre-K through grade 12 independent day school serving 500 students across its three campuses in Austin, TX, is seeking a full-time Middle and High School Campus Front Desk Coordinator for the 2025-2026 school year. The Front Desk Coordinator is a member of the administrative staff and works closely with the students, faculty, staff, parents and community. This position is salaried, non-exempt and hours will be Monday through Friday, 7:30 a.m. - 4:30 p.m.

At Headwaters, our employees nurture a school culture that promotes a growth mindset, a collaborative spirit, a joyful environment, and the achievement of high expectations. Our faculty and staff ensure all members of our school community understand their role in advancing issues of justice, equity, diversity and inclusion. Headwaters School supports the professional growth of our school employees in order to contribute to their feelings of fulfillment, to provide a model of lifelong learning for our students, and to advance the strategic goals of the school.

Our employees are responsible for bringing our Purpose statement to life: to cultivate identity formation, foster empathy, and embrace diversity to bring more peace to the world. In addition, they guide our students to live authentically, think expansively, and create bravely. We invite our students, guides, staff, parents, and trustees to be Peacemakers, Advocates, Creators, and Thinkers.

Job Summary

The Campus Front Desk Coordinator has the primary responsibility of overseeing the active daily operations for the campus front desk and assisting the Campus Administrative staff with necessary tasks to ensure the safety and welfare of the students, faculty, staff, parents, and community members at the middle and high school campus. The Front Desk Coordinator must be service-oriented, detail-oriented, possess a growth mindset, and have the ability to be flexible and multi-task in an ever-changing environment. It is essential for the Front Desk Coordinator to effectively interact with and serve a variety of constituents, including applicant families, students, volunteers, faculty, and staff. Excellent communication, positivity, interpersonal, and organizational skills are essential. Computer proficiency is required.

Essential Job Duties and Responsibilities:

Oversee daily operations of the front desk for the campus, opening the office at 7:30 a.m. and closing it at 4:30 p.m.

Serves as the warm and welcoming front desk greeter to all individuals and groups coming to the school. First point of contact for students, families, staff and visitors.

Answer the phones, provide information, take and deliver messages and direct callers to appropriate individuals.

Greet, welcome and assist all staff, students, parents, community members, vendors, callers and visitors to the school.

Monitor building visitors, visitor sign-in procedures and building activities including crisis situations such as building evacuations, lockdowns, emergency situations and safety procedures. Communicate to staff about upcoming emergency drills and implement emergency protocol when needed.

May initiate crisis procedures in the administrator's absence with direction from appropriate officials.

Helps to coordinate substitute teacher needs and ensures there is an adult in each classroom when class starts.

Coordinate the safety and security of staff, students, and/or property (e.g. building keys, check in/check out of visitors, students, and staff, etc.) for the purpose of minimizing exposure to injury, loss and/or liability. Serve as the first point of contact for emergency services as needs arise.

Maintains inventories of supplies, equipment, and materials for the academic program and office spaces.

Works closely with Maintenance and Transportation Staff, as well as parent and student volunteers.

In collaboration with Registrar, collect and process enrollment paperwork and assist in maintaining student files including the coordination of audits and student health/immunization records.

Provide and keep current student emergency contact information and emergency action plans for all staff who work with students.

Monitor campus attendance emails, and update attendance records accordingly.

Administer basic First Aid and medication.

Other duties as assigned by the supervisor.

Job Qualifications:

High School degree or GED, required

Excellent verbal and written communication skills; comfortable speaking to diverse audiences

Previous experience working with children preferred

Previous customer service experience preferred

Professional in person and with online and telephone communications

Passionate about education and children

Strong analytical skills including organization, ability to work with systems in place and to come up with solutions

Proficient in using Excel and Google Suite, including Gmail, Drive, Docs, Sheets, Calendar, and beyond

Ability to be flexible to achieve goals in a dynamic environment

Experience with Blackbaud Student Information Systems and Magnus Student Health Record system preferred

This is a salaried, non-exempt position. Pay range for this position is depending on experience. Normal office hours will be Monday - Friday, 7:30 a.m. - 4:30 p.m. Occasional nights and weekends will be required. The School offers a wide-range of benefits including generous paid time off, 100% paid medical insurance for the employee, 401(k) retirement plan, on-going professional support and continuing education opportunities, and a unique working environment where you are able to share and receive ongoing feedback.

Working Conditions:

Some movement throughout the day is generally necessary (e.g., standing, walking, stooping, bending, sitting, and/or kneeling). Light lifting of materials and other objects associated within a school environment is required (e.g., boxes, products, up to approximately 20 lbs.). The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Headwaters School welcomes applicants from all backgrounds. As a 501(c)3 non-profit school, Headwaters provides equal employment opportunities to all employees and applicants without regard to race, color, national origin, religion, gender, age, disability, veteran status, sexual orientation, genetic information or any other characteristic protected by federal, state, or local anti-discrimination law. The School’s equal employment opportunity practices extend to recruitment, hiring, selection, compensation, benefits, transfer, promotion, training, discipline, and all other terms, conditions, and privileges of employment. All Employees are responsible for complying with the School’s equal employment opportunity policy.