School Office Coordinator

Trillium Academy; Seattle (WA); On-site; USD 50,000 - 68,000; Full time

Benefits offered by this job

Medical insurance for employee paid (

Dental insurance (employer-paid)

Vision insurance (employer-paid)

Paid vacation

Sick leave

Personal/floating holidays

403(b) with employer match

Job summary

Trillium Academy in Seattle is seeking a School Office Coordinator to be the welcoming first point of contact for students, families, staff, and visitors. The role keeps daily administrative rhythms on track and supports attendance, enrollment, and health documentation with confidentiality and reliability.

The successful candidate is organized, dependable, and able to manage competing priorities while learning our systems.

Qualifications

• Experience in a front-office/administrative or office coordination role.
• Proficiency with Google Workspace and ability to learn new tech.
• Experience in a school, nonprofit, healthcare, or people-centered environment is a plus.
• First Aid/CPR certification or willingness to obtain it.
• Must be legally authorized to work in the United States.

Responsibilities

• Serve as the welcoming first point of contact for students, families, visitors, and vendors.
• Keep the front office running by answering phones, monitoring inboxes, greeting visitors, and handling routine inquiries.
• Support attendance tracking and related calls, tardies, and early dismissals.
• Assist with student registration and annual paperwork, tracking forms and health documentation.
• Coordinate visitor sign-in and follow established safety procedures.
• Provide basic student health support and communicate with families as needed.
• Maintain accurate, confidential records and distribute mail, packages, and deliveries.
• Support events and day-of logistics for school activities.

Skills

Organization

Prioritization

Communication

Adaptability

Tech literacy

Confidentiality

Attendance

Tools

Google Workspace

Job description

About the Role

The School Office Coordinator is a central part of daily life at Trillium Academy - a highly visible, on-site role serving as a welcoming first point of contact for students, families, staffulty (staff + faculty), visitors, and vendors while keeping the day-to-day administrative rhythms of the school running smoothly.

We're looking for someone who is organized, dependable, and approachable, with strong time-management skills and the ability to navigate frequent interruptions while keeping track of details, priorities, and unfinished tasks. We value someone who learns quickly, takes ownership of their work, and becomes increasingly independent as they learn our systems and processes.

Key Responsibilities

Front Office & Daily School Operations

• Serve as a welcoming and professional first point of contact for students, families, visitors, and vendors.
• Keep the day-to-day front office running smoothly, including answering phones, monitoring school inboxes, greeting visitors, and responding to routine questions and requests.
• Support daily attendance and record keeping, including attendance-related calls to families and assisting with tardies and early dismissals.
• Assist with student registration and annual paperwork, including tracking required forms, health and immunization documentation, and following up with families on missing items.
• Coordinate visitor sign-in and follow established campus safety and security procedures.
• Provide basic student health support, including minor first aid, authorized medication administration, and contacting families when needed.
• Maintain accurate and organized student and school records while protecting confidential information.
• Receive and distribute mail, packages, deliveries, and other incoming materials.
• Support school events, activities, and community functions, including preparation, logistics, and day-of needs.

Administrative & Operations Support

• Coordinate school and office supply ordering and maintain appropriate inventory.
• Assist with routine accounts payable, including invoice processing, purchasing, bill payment, and related documentation.
• Coordinate scheduling, vendor relationships, and routine facilities and operational needs.
• Support transportation and field trip logistics, including scheduling and coordination as needed.
• Maintain organized electronic and physical files and documentation.
• Provide backup support for substitute coordination as needed.
• Assist with recurring administrative responsibilities and special projects across the school.
• Keep track of assigned work, follow up when information or action is outstanding, and see tasks through to completion.

What We’re Looking For

• Are organized and able to prioritize effectively when several things need your attention at once.
• Have strong follow-through and can be counted on to close the loop on tasks without needing frequent reminders.
• Communicate warmly, professionally, and clearly with students, families, colleagues, and visitors.
• Are comfortable shifting between people-facing and focused administrative work throughout the day.
• Learn new technology, systems, and processes quickly and ask thoughtful questions when something is unclear.
• Pay close attention to details, particularly when working with records, forms, deadlines, or financial information.
• Use good judgment, maintain appropriate confidentiality, and know when to ask for guidance.
• Take appropriate initiative and notice when something needs attention.
• Bring consistent, reliable attendance and punctuality. The school day starts at 7:45 a.m. and the front office depends on it.
• Are comfortable working with neurodivergent and twice-exceptional students and families and contributing to a welcoming, respectful school community.

Qualifications

• Prior experience in a front-office, administrative, office coordination, or similar support role.
• Proficiency with Google Workspace or similar tools and comfort learning new technology.
• Experience in a school, nonprofit, healthcare, or other people-centered environment is a plus.
• Experience with registration, attendance, records, purchasing, or invoices is helpful but not required.
• First Aid/CPR certification or willingness to obtain certification as required.
• Must be legally authorized to work in the United States. Trillium Academy is unable to provide employment visa sponsorship for this position.

$50,000-$68,000 annually, depending on experience and qualifications.

• 100% employer-paid employee medical
• 75% employer-paid dental, vision & dependent medical
• 15 days vacation
• 7 days sick leave
• 3 personal/floating holidays
• ~19 paid observed holidays
• 403(b) with employer match

Schedule is Monday-Friday, 7:45 a.m.-4:45 p.m. (one-hour lunch); occasional evenings & weekends

About Trillium Academy

Trillium Academy is an independent school in Seattle's Central District dedicated to serving twice-exceptional (2e) students in grades 5-12. Our students are bright, intellectually curious, creative, and capable learners who also navigate learning differences, neurodivergence, or other areas of challenge.

Our small, collaborative school community is built around understanding students as individuals and creating an environment where they can thrive academically, socially, and emotionally. Relationships matter and every team member plays an important role in creating a welcoming, responsive environment for students and families.

Equal Opportunity Employer

Trillium Academy is an equal opportunity employer committed to creating a welcoming and inclusive community. We provide equal employment opportunities to all applicants and employees without regard to race, color, creed, religion, national origin, citizenship or immigration status, sex, pregnancy, sexual orientation, gender identity or expression, age, disability, marital status, veteran or military status, genetic information, or any other characteristic protected by applicable federal, Washington State, or local law.

We value the diverse experiences, perspectives, and backgrounds that individuals bring to our school community and encourage qualified candidates from all backgrounds to apply.

This job description describes the general nature and scope of the position and is not an exhaustive list of all responsibilities or duties. Responsibilities may evolve over time as Trillium Academy grows and organizational needs change.