Administrative Coordinator for Main Office

Hmong College Prep Academy•Saint Paul, MN

8d•$40,200 - $67,200•Onsite

About The Position

Hmong College Prep Academy’s mission is to provide the best integrated, challenging, and well-rounded educational experience to students in grades K-12. If you want to make a difference as part of a dynamic educational community, we invite you to apply to join our team at Hmong College Prep Academy where graduates will be rich in experiences, culture, knowledge and pride, and will be ready for the challenges of college and beyond. Position Summary HCPA is a Title I charter school that serves students through a school-wide instructional plan focused on meeting the needs of at-risk learners. The Administrative Coordinator performs a wide range of administrative and clerical duties in support of assigned departments and school leadership. Responsibilities include serving as the first point of contact for visitors and families; managing phone and email communications; responding to inquiries; drafting correspondence; scheduling appointments; assisting with student schedules and registration; and organizing and maintaining both paper and electronic records. The Administrative Coordinator plays a critical role in supporting daily school operations and ensuring effective communication, organization, and service across the school community.

Requirements

Associate degree or equivalent combination of education and relevant experience.
Minimum of three (3) years of experience in office administration, preferably in K–12 school settings.
Ability to work effectively in a fast-paced, high-volume environment.
Strong problem-solving and decision-making skills.
Ability to work collaboratively in a cooperative, team-oriented educational environment.
Working knowledge of computer operations, software applications, data entry, and data retrieval systems.
Ability to work under pressure while maintaining accuracy and meeting multiple, often competing deadlines, despite frequent interruptions.
Demonstrated ability to exercise initiative and sound judgment within established policies and procedures.
Strong interpersonal skills, with the ability to work effectively with students, families, staff, and community members from diverse cultural and socioeconomic backgrounds.
Ability to communicate clearly and professionally, both verbally and in writing.
Excellent organizational and time management skills, with the ability to prioritize and multitask effectively.
Knowledge of school-based programs, functions, and operational procedures, particularly within a Title I environment.
Ability to remain calm and effective in emergency or high-stress situations.
Knowledge of basic first aid procedures.
Demonstrated ability to analyze situations, evaluate options, and implement effective courses of action.

Nice To Haves

3+ years of previous job-related experience
Experience working with children of diverse ethnic backgrounds in an urban school setting

Responsibilities

Serve as the first point of contact for all visitors, students, families, and staff, ensuring a welcoming, professional, and culturally responsive environment.
Manage the main office front desk, including greeting visitors, answering and directing phone calls, responding to emails, and routing inquiries appropriately.
Maintain visitor sign-in procedures and ensure compliance with school safety and security protocols.
Retrieve messages from the main office voicemail and disseminate information to appropriate staff.
Communicate effectively with families via phone calls, emails, conferences, and school events regarding general school procedures, events, and inquiries.
Provide administrative support to school leadership and office teams, including scheduling appointments, document preparation, correspondence, and meeting coordination.
Prepare, assemble, and distribute agendas and supporting materials for meetings; record, transcribe, and distribute meeting minutes as assigned.
Assist administration with typing assignments, memos, newsletters, school bulletins, and general correspondence.
Review work completed by others to ensure accuracy, correct grammar and spelling, adherence to formatting standards, and compliance with organizational policies.
Oversee, develop, and implement procedures to improve the efficiency and flow of clerical work.
Maintain accurate and confidential student records in compliance with school, district, state, and federal requirements.
Assist with student registration, scheduling, enrollment, and entry of new student information into PowerSchool.
Maintain student academic files; process transcript requests; send and receive student records to and from other school districts; update student demographics.
Establish, organize, and maintain filing systems, databases, records, and rosters; purge files in accordance with retention policies.
Support daily school operations, including student check-in/check-out and attendance-related tasks in coordination with relevant departments.
Operate office equipment including computers, copiers, fax machines, and related technology; input, retrieve, and manage electronic data and files.
Receive, open, and distribute incoming mail; ensure outgoing mail is properly prepared and sent using appropriate delivery services.
Collaborate closely with Attendance, Enrollment, Health, Food Service, Family Engagement, administrative teams, and other departments to ensure seamless school operations.
Coordinate and assist with school-wide events, meetings, family engagement activities, and marketing/enrollment events.
Assist with translation needs or coordination of interpretation services when required.
Maintain vendor profiles and records for office equipment and services.
Order, track, and manage office supplies and equipment to ensure adequate inventory.
Ensure office procedures align with school policies and applicable local, state, and federal regulations.
Support audits, reporting, documentation requests, and compliance reviews as assigned.
Handle sensitive and confidential information with discretion and professionalism.
Foster a positive and supportive environment for students that promotes trust, respect, and social development.
Supervise students during assigned duties, which may include: o Bus duty (assisting students to buses at dismissal) o Breakfast and/or lunch supervision on a rotational schedule
Support emergency procedures and response protocols.
Perform related duties and special assignments as directed by administration.
Support school goals and objectives in alignment with the vision, mission, and values of Hmong College Prep Academy (HCPA).
Contribute to a culture of excellence, teamwork, and collaboration among staff, teachers, students, and families by fostering a positive, respectful, and inclusive work environment.
Demonstrate professionalism, openness to diverse perspectives, and effective interpersonal skills to support constructive communication and conflict resolution.
Establish and maintain effective, cooperative, and respectful relationships with students, parents/guardians, teachers, administrators, and support staff.
Respond promptly, professionally, and appropriately to the needs and concerns of students, families, and staff.
Maintain strict confidentiality regarding student records, attendance data, and all aspects of the educational environment in accordance with data privacy practices and school policies.
Participate in school-sponsored engagement and volunteer activities that support student involvement and community connection.
Attend and support events that occur outside of the traditional school day, which may include open houses, school dances, prom, concerts, performances, and other school or community events, as required.
Attend and support Fall and Spring Parent/Teacher Conferences.
Participate in and support Hmong College Prep Academy (HCPA) Graduation activities.