School Administrative Coordinator

Thomas Gregg 15; Indianapolis (IN); On-site; USD 40,000 - 56,000; Full time

Job summary

Thomas Gregg 15 Elementary School in Indianapolis is seeking a School Administrative Coordinator to support the principal and operations. The role governs front office tasks, enrollment, attendance, student data, and logistics, ensuring accurate records and welcoming service to families and staff.

You will coordinate with school operations teams, manage PowerSchool workflows, and assist with communications, events, and daily procedures while upholding FERPA and district policies.

Qualifications

• High school diploma or equivalent required; additional administrative coursework or an associate degree preferred.
• Bilingual in Spanish highly preferred.
• At least two years of experience in a school office, administrative support, student services, or closely related operations preferred.
• Experience with PowerSchool or a comparable student information system; ability to maintain accurate enrollment and attendance data.
• Proficiency with Microsoft Office and Google Workspace; strong writing, calendaring, customer-service, and organizational skills.
• Demonstrated discretion, dependability, initiative, sound judgment, and ability to manage frequent interruptions and competing priorities.
• Ability to communicate effectively with students, families, school staff, operations personnel, and community partners; bilingual skills are a plus.
• Ability to meet required background-check and applicable school safety/training requirements.

Responsibilities

• Serve as the school's first point of contact; welcome families and visitors, respond to questions, and refer sensitive matters to the appropriate staff member.
• Answer calls, monitor voicemail and email, manage messages, and maintain follow-up logs.
• Operate visitor check-in procedures; verify identity and pickup contacts; issue visitor badges; follow safety protocols.
• Process student late arrivals, early dismissals, and parent pickups; communicate with teachers and maintain logs.
• Coordinate daily announcements, mail, deliveries, and keep office materials organized.
• Perform other related clerical and administrative duties as assigned by the Principal.

Skills

Bilingual in Spanish

Strong written and verbal communicator

Ability to manage multiple priorities

Education

High school diploma or equivalent

Associates degree preferred

Tools

PowerSchool

Microsoft Office

Google Workspace

Job description

Position Summary

The School Administrative Coordinator is the central point of contact for an elementary school and a trusted operational partner to the Principal and Assistant Principal. The associate independently manages routine front office, enrollment, attendance, student-data, clerical, and logistical work; coordinates with school operations teams; and provides timely, welcoming support to students, families, staff, and visitors. By owning day-to-day workflows, maintaining accurate records, and anticipating administrative needs, the associate allows school leaders to devote more time to instruction, student support, staff coaching, and school improvement.

Essential Responsibilities

Front Office, Reception & School Safety

• Serve as the school's first point of contact; welcome families and visitors, respond to questions, and refer sensitive or instructional matters to the appropriate staff member.
• Answer and route telephone calls, monitor voicemail and general email, manage messages, and maintain timely follow-up logs.
• Operate visitor check-in procedures, verify identity and authorized pickup contacts, issue visitor badges, and follow school entry and safety protocols.
• Process student late arrivals, early dismissals, and parent pickups; communicate relevant information to teachers and maintain accurate logs.
• Help manage urgent front-office situations, contact designated school staff and families, and support approved emergency and reunification procedures.
• Coordinate daily school announcements, organize mail and deliveries, and keep the office, forms, and parent-facing materials organized.
• Perform other related clerical and administrative duties assigned by the Principal or designee, consistent with training, authority, and the needs of the front office.

Student Enrollment, Registration & Withdrawals

• Serve as the primary front-office contact for prospective families, new enrollees, and students transferring into or out of the school.
• Assist walk in families with enrollment, school-choice/lottery, registration, and withdrawal processes, including applicable PowerSchool workflows.
• Collect and review required forms and supporting documents; follow up on missing items and refer eligibility or custody questions for administrator review.
• Enter and update demographic, household, emergency contact, and enrollment information accurately in PowerSchool and other approved systems.
• Request, receive, organize, securely transfer, and archive cumulative student records; coordinate records requests with prior and receiving schools.
• Coordinate with the enrollment team and school leaders on student starts, classroom placement, waitlists, welcome information, and student transitions.
• Maintain enrollment/withdrawal checklist; prepare roster reconciliations, start-of-year audits, and materials for official count dates and enrollment reports.
• Explain school programs, transportation availability, tours, registration events, and next steps to families, without making eligibility determinations beyond delegated authority.

Attendance, Family Follow-Up & Reporting

• Enter, verify, and reconcile daily student attendance, tardies, excused/unexcused absences, and related changes in PowerSchool for WINS and assist TGNS when needed.
• Identify missing teacher attendance and discrepancies; contact classrooms promptly to ensure an accurate daily record.
• Call or message families regarding unreported absences and attendance concerns, document responses, and relay urgent welfare concerns.
• Prepare attendance letters, conference notices, family contact logs, and attendance-team meeting materials using approved school procedures.
• Monitor recurring absences and tardies; assist attendance and student support teams with intervention tracking, referrals, and family follow-up.
• Generate attendance summaries by student, class, grade, and school; support state/district reporting and audit or count-day preparations.
• Help coordinate family meetings about attendance barriers, including transportation and access to community resources, while respecting confidentiality.

Student Data, Records & Compliance

• Maintain accurate and confidential student information, addresses, contacts, schedules, class rosters, and school records in PowerSchool.
• Conduct routine data-quality checks, resolve entry errors within assigned permissions, and flag issues requiring district or administrator action.
• Prepare authorized enrollment, attendance, demographic, and other operational extracts and documentation for school or district reporting.
• Protect confidential student, staff, and family information under FERPA and school policies; maintain secure paper and electronic files.
• Coordinate immunization, enrollment paperwork, and records-compliance follow-up with designated school and health personnel.
• Organize document retention, scanning, file requests, and data transitions at the start and end of the school year.

Transportation, Facilities & Operational Coordination

• Act as a day-to-day communication hub for school operations personnel, including transportation, food service, security, and custodial staff.
• Maintain approved bus ridership lists, transportation contact information, transportation requests, route-change communication, and family notifications.
• Coordinate arrival and dismissal information, car-rider procedures, bus questions, and student transportation changes with appropriate staff.
• Refer transportation exceptions, special education transportation needs, and safety concerns to authorized decision makers and track their resolution.
• Communicate with vendors and service providers, track maintenance requests and delivery issues, and keep leadership informed of unresolved concerns.
• Help organize building access, supply readiness, room setups, schoolwide event logistics, and routine operational checklists.

Student Services & Family Support

• Communicate respectfully with families and support access to school resources, translated materials, and interpretation services when needed.
• Assist authorized staff with secure IEP and Section 504 document routing, meeting scheduling, notices, and records management; do not determine services or accommodations.
• Coordinate with the McKinney-Vento liaison and student services staff to help remove enrollment, attendance, transportation, or documentation barriers.
• Prepare referrals, follow-up documentation, and family contact records for student services or outside resource partners as directed.
• Support parent-teacher conferences, back-to-school activities, registration events, and other family engagement opportunities.

Minimum Qualifications & Preferred Experience

• High school diploma or equivalent required; additional administrative coursework or an associate degree preferred.
• Bilingual in Spanish highly preferred
• At least two years of experience in school office, administrative support, student services, or closely related operations preferred.
• Experience with PowerSchool or a comparable student information system; ability to maintain accurate enrollment and attendance data.
• Proficiency with Microsoft Office and Google Workspace; strong writing, calendaring, customer-service, and organizational skills.
• Demonstrated discretion, dependability, initiative, sound judgment, and ability to manage frequent interruptions and competing priorities.
• Ability to communicate effectively with students, families, school staff, operations personnel, and community partners; bilingual skills are a plus.
• Ability to meet required background-check and applicable school safety/training requirements.

Employment & Work Expectations

Full-time, 12-month position with benefits. Compensation is based on experience, education, and applicable NEISC practices. Work is based in Indianapolis, with occasional local travel and scheduled evening or weekend participation for enrollment activities, school events, or other approved needs. The associate is expected to maintain reliable front-office coverage and to coordinate priorities with school leadership when responsibilities compete.

What Success Looks Like

Families experience a warm, responsive office; student enrollment and attendance records are accurate and timely; operations questions are promptly resolved or elevated; deadlines and documentation are tracked; and the Principal and Assistant Principal spend less time on routine clerical coordination and more time on leading teaching and learning.