Office Coordinator and Assistant to the Deans

Lick-Wilmerding High School; San Francisco (CA); On-site; USD 100,000 - 125,000; Full time

Job summary

Lick-Wilmerding High School seeks an Office Coordinator and Assistant to the Deans to ensure smooth operations and provide essential administrative support. The ideal candidate will thrive in a student-centered environment, demonstrate exceptional organizational and interpersonal skills, and contribute to the school's mission of inclusivity and student development.

Benefits

Comprehensive benefits package

100% employee medical and dental insurance

Robust 403(b) retirement plan

Meals provided during the school year

Qualifications

• Bachelor's degree or equivalent experience in administrative support.
• Strong attention to detail and ability to work with diverse individuals.
• Experience in a school or educational setting strongly preferred.

Responsibilities

• Coordinate daily operations of the school's front office.
• Provide administrative support to school deans and manage school events.
• Handle student attendance tracking and communications.

Skills

Attention to detail

Organizational skills

Interpersonal skills

Education

Bachelor's degree

Tools

Google Workspace

Job description

Job Details Job Location: Lick-Wilmerding High School - San Francisco, CA Position Type: Full Time Education Level: Bachelors Degree Salary Range: $29.00 - $38.00 Hourly Travel Percentage: None Job Shift: Full-Time Job Category: Admin - Clerical Description

Job Title: Office Coordinator and Assistant to the Deans

Report to: Dean of Students

Status: Full-time, non-exempt; 7:30AM to 4:00PM 12-month employee

Salary Range: $29.00 to $38.00 per hours depending on experience

About Lick-Wilmerding High School

A private school with a public purpose, LWHS develops the head, heart, and hands of highly motivated students from all walks of life, inspiring them to become lifelong learners who contribute to the world with confidence and compassion.

At Lick, our treasures are our students, faculty, staff, and families–our people. Collegiality and camaraderie are rich in our community, and we pride ourselves on providing opportunities for our community members to lead and be led by each other. We offer highly competitive compensation packages, complete with comprehensive benefits and robust progressional development opportunities.

We are a community that values student-centeredness, inclusivity, and lifelong learning. We are actively committed to Equity, Inclusion, and Belonging, which we acknowledge is iterative and imperative work. As a community, we are constantly learning and applying lessons learnt to improve the quality of the student experience and the well-being of all our community members.

Position Summary:

The Office Coordinator and Assistant to the Deans plays a key role in ensuring the smooth daily operations of the school’s front office while providing essential administrative support to the Dean of Students, Dean of Teaching and Learning, and Dean of Faculty. Additionally, the role supports a wide range of school events, coordinates faculty substitute coverage, assists with student attendance tracking, and oversees calendar management and internal logistics. The ideal candidate is highly organized, detail-oriented, and thrives in a dynamic, student-centered environment.

Key Responsibilities

Office Coordinator Responsibilities:

• Answer and route incoming telephone calls in a pleasant and informed manner.
  Greet all visitors warmly and professionally, ensuring compliance with school policies and procedures.
• Manage room reservations and scheduling systems.
• Sort and distribute daily mail; receive and send out packages.
  Ensure the proper functioning of the school’s fax machines, copiers, telephone system, postage machine, water dispensers, and faculty lounge coffee machine; arrange service and repairs as needed.
• Maintain and update the school’s internal contact list (email and phone extensions).
• Keep the faculty/staff lounge and teacher copy rooms clean and organized.
• Meet weekly with the Director of Facilities to review upcoming events and ensure proper setup and coordination.
• Arrive punctually and be prepared for each school day.
• Other duties as assigned.

Administrative Assistant to the Deans Responsibilities:

• This position will report to the Dean of Students, and will also support the Dean of Teaching and Learning and Dean of Faculty.
• Provide direct administrative support to the Deans, assisting with scheduling, communications, and logistics.
• Support the planning and execution of key activities and school events, including:
  • New Faculty/Staff Orientation
  • Freshman Parent Orientation
  • Back-to-School Night
  • Picture Day
  • Freshman Orientation
  • Grade-level Retreats
  • Senior Retreat
  • Student Council Events
• Create student locker assignments prior to the start of each academic year.
• Monitor and record daily student attendance, tardiness, and anticipated absences (e.g., field trips, athletic events) via email and voicemail; enter data into the Student Information System.
• Maintain the school calendar in Google Calendar, coordinating closely with the Dean of Teaching and Learning.
• Coordinate and manage substitute coverage for faculty absences, ensuring appropriate classroom supervision and minimal disruption to the academic schedule.
• Coordinate on-campus interviews for prospective employees, managing visit dates, schedules, and itineraries.
• Attend faculty/staff and community meetings as required.
• Responsible for student work permits.
• Other duties as assigned.

Qualifications

Job-Specific Qualifications:

• Bachelor’s degree or equivalent work experience in administrative support, education, or a related field.
• Prior experience in a school or educational setting strongly preferred.
• Demonstrated ability to work with individuals from diverse backgrounds and identities.
• Strong attention to detail and ability to anticipate needs and follow through on tasks independently.
• High level of discretion and professionalism when handling confidential information.
  Willingness to give and receive constructive feedback and engage in continuous learning and growth.

Ideal Candidate Will Bring:

• A commitment to creating a welcoming, inclusive, and student-centered school environment.
• Proven experience in office coordination, administrative support, or school-based operations.
• Strong organizational and problem-solving skills with the ability to manage multiple tasks and deadlines efficiently.
• Excellent interpersonal and communication skills, with a focus on building positive relationships with students, faculty, staff, families, and visitors.
• A proactive, flexible, and team-oriented mindset with a dedication to supporting school community needs.
• Comfort with learning and using technology systems such as student information systems, scheduling platforms, and Google Workspace.
• A collaborative spirit and a deep sense of responsibility for maintaining a professional, efficient, and inclusive front office.

To Apply:

Please submit a resume and cover letter outlining your interest in this role, and what specifically drew you to Lick-Wilmerding High School. For priority consideration, submit your application and materials by June 27th, when the first review of candidates will begin. Please no phone calls or emails regarding this position.

Compensation and Benefits:

Lick-Wilmerding High School offers a competitive salary and comprehensive benefits package aligned with the San Francisco Bay Area market. The school covers 100% of the cost for employee medical and dental insurance, and provides a robust 403(b) retirement plan with a generous employer contribution and match of up to 7%. Additional benefits include life insurance, long-term care insurance, and access to flexible spending accounts (FSA).

Faculty and staff enjoy freshly prepared lunches during the school year, made from scratch by our café team, with accommodations available for a variety of dietary restrictions.