School Office & Operations Coordinator

ServingSchools; Freeport (ME); On-site; USD 25,000 - 36,000; Full time

Benefits offered by this job

Health Insurance

Dental Insurance

403(b) Retirement Plan

Paid Time Off

Tuition Remission for faculty/staff

Regular performance evaluations

Paid professional development

Job summary

Maine Coast Waldorf School in Freeport, Maine is hiring a School Office & Operations Coordinator to serve as the central hub for daily school life, coordinating attendance, calendars, communications, transportation, and administrative systems so the educational program can flourish.

The ideal candidate is highly organized, proactive, warm, and professional, with strong teamwork as we partner with faculty, families, and leadership to maintain a welcoming, efficient campus that supports students

Qualifications

• Must be highly organized and proactive.
• Excellent communication with students, families and staff.
• Experience with school administration or office operations preferred.

Responsibilities

• Serve as central reception and welcoming presence for students, families and visitors.
• Coordinate attendance, calendars, communications and transportation.
• Manage AM/PM bus communications and afterschool rosters.
• Support leadership and staff with administrative tasks and content creation for communications.

Skills

Customer service

Organizational skills

Communication

Team collaboration

Problem solving

Tools

Veracross

School calendar tools

Job description

Maine Coast Waldorf School is now hiring a School Office & Operations Coordinator for our growing school in Freeport, Maine. This position has a reliable schedule averaging 35-40 hours per week during the academic year. For the right candidate, this position may be combined with another summertime coordination role at the school for our camp program.

Pay Rate & Benefits

• $22.12 starting hourly rate
• Health Insurance
• Dental Insurance
• 403(b) Retirement Plan
• Paid Time Off
• Tuition Remission for faculty/staff
• Regular performance evaluations
• Paid professional development

About The Position

Maine Coast Waldorf School is an independent Waldorf school serving approximately 275 students from Early Childhood through Grade 12 on a 75-acre campus in Freeport, Maine. Our school is known for its rigorous academics, experiential learning, outdoor education, arts, international exchange opportunities, and close-knit community.

As a small school, every member of the faculty and staff contributes meaningfully to the student experience, and collaboration is at the heart of our work.

The School Office & Operations Coordinator serves as the central communications hub of the Grade School, ensuring that the many moving pieces of daily school life are organized, communicated, and running smoothly. This position supports faculty, students, families, and school leadership by coordinating attendance, drop-off and pick-up logistics, calendars, communications, transportation, and administrative systems that allow the educational program to flourish.

Working closely with school leadership, the School Office Coordinator helps create an efficient, welcoming, and mission-aligned environment where faculty can focus on teaching and students can thrive. The ideal candidate is highly organized, anticipates needs before they arise, communicates with warmth and professionalism, enjoys solving problems, and takes pride in creating systems that support a vibrant school community.

Essential Functions

Central Reception

• Be a warm, inviting presence for students and their families, visitors and Admissions guests.
• Monitor the primary Community Hall entrance, check all visitors in and out in accordance with school policies.
• Field and forward incoming phone calls and deliveries.
• Coordinate daily student attendance and communicate absences to the appropriate faculty and staff.
• Contact parents/guardians when appropriate.
• Facilitate student dismissal for students who leave school early.
• Process school store sales and transactions.

Administration

• Provide administrative support and assistance to the Pedagogical Director, help organize schedules and communications related to the office of the Pedagogical Director.
• Work with colleagues to maintain the student information system (Veracross) and the school calendar, alongside Branch Coordinators.
• Manage AM and PM bus communications and afterschool program daily rosters.
• Coordinate facility reservations for the Community Hall building for internal school use.
• Collaborate with the Director of Enrollment & Student Experience to gather and create content for the weekly school newsletter.

Health & Safety

• Act as a central member of the Emergency Response Team.
• Receive and care for students with medical needs until support is attained.
• Help enforce safety protocols for the use of student areas in the Community Hall building.
• Understand and consistently apply school policies and safety procedures, taking timely action in accordance with established protocols.
• Identify and report maintenance needs in student areas of the Community Hall building.

Committee Membership

• Serve on the Administration Committee, Emergency Response Team.
• Attend all scheduled professional development days.

SCHEDULE

• Administrative offices are open 7:30 AM - 3:30 PM; Monday - Friday.
• The school year begins with a week of professional development (late August) and student arrival around Labor Day.
• The school year ends with professional development days mid-June.
• There are approximately 3 weekend events throughout the year that require attendance for all employees (Fall Faire, May Faire, and Graduation).

About The School

Maine Coast Waldorf School is an independent day school offering experiential learning from pre-kindergarten through high school. Blending the arts, practical application, and place-based learning on our 75-acre campus and beyond, our curriculum inspires purpose and nurtures curiosity, creativity, and confidence.

Maine Coast Waldorf School is committed to enriching its educational experience and culture through the diversity of our faculty and staff and emphatically rejects discrimination in all its forms.

Full member of the Association of Waldorf Schools of North America (AWSNA) and the New England Association of Schools and Colleges (NEASC).

Maine Coast Waldorf School is an equal opportunity employer and does not discriminate on the basis of race, color, national or ethnic origin, religion, gender identity or expression, sexual orientation, marital or parental status, age, ancestry, veterans status, or disability in its employment or in the administration of its educational policies and programs.