Front Desk and Administrative Support
About The Position
The Front Desk & Administrative Support Specialist is the welcoming first point of contact for students, families, visitors, and partners. The role maintains reception coverage, accurate student attendance, safe entry and dismissal procedures, and timely communication. It provides daily administrative assistance to the Center Director, Administrative Coordinator, and Family/Volunteer Liaison. The Specialist supports front desk operations, visitor and delivery tracking, student attendance and registration records, authorized-pickup verification, and facility access protocols. The role also assists with communications, scheduling, records, family outreach, volunteer check-in, event registration, and logistics for community dinners, workshops, and other events. This is a support role that does not independently supervise staff or authorize exceptions to safety rules. The position reports to the Center Director and collaborates with the Administrative Coordinator, Family/Volunteer Liaison, Program Director, Youth Development Staff, and Kitchen Manager. Onsite work includes frequent public interaction and periods at a reception workstation. Lunch and absence coverage must be coordinated to maintain safe front desk operations.
Requirements
- High school diploma or equivalent required.
- Strong written and verbal communication skills.
- Strong organizational skills, discretion, and digital literacy; ability to learn PowerSchool.
- Commitment to child safety, confidentiality, teamwork, hospitality, accountability, and mission-aligned service.
- Ability to complete required background checks and training.
Nice To Haves
- Related administrative, education, or nonprofit training.
- At least one year of customer service, reception, or administrative experience.
- Youth-serving experience.
Responsibilities
- Open and prepare the reception area; greet and direct visitors, answer calls, and route inquiries promptly.
- Maintain a welcoming, organized front desk and track visitors, scheduled activities, and deliveries, including kitchen deliveries.
- Complete daily opening and closing checklists and coordinate coverage and handoffs.
- Record student arrivals and departures in PowerSchool or approved systems and reconcile discrepancies with program staff.
- Support registration records, contact updates, and authorized-pickup verification while protecting confidential information.
- Provide attendance reports and alert leadership to missing records or attendance concerns.
- Follow visitor sign-in, identification, access, and student-release protocols; verify authorized pickup adults.
- Keep entrances secure, never prop doors open, and promptly escalate safety concerns or unauthorized access.
- Assist with emergency communication, accountability, and incident documentation as directed.
- Assist the Administrative Coordinator with drafting, proofreading, and distributing newsletters, announcements, closure notices, and family updates through approved channels, including PowerSchool.
- Support the Center Director with scheduling, documents, records, follow-ups, and other assigned administrative tasks.
- Maintain current communication lists, reception notices, calendars, and distribution records; obtain approval before releasing official messages.
- Assist the Family/Volunteer Liaison with family outreach, resource referrals, volunteer check-in, contact records, and event registration.
- Support community dinners, workshops, and other events with guest reception, attendance, and logistical coordination.
- Coordinate lunch and absence coverage to maintain safe front desk operations.
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What This Job Offers
Job Type
Full-time
Education Level
High school or GED
