Operations Assistant & Lobby Receptionist

Khan Lab School • Palo Alto, CA

9h • Onsite

About The Position

In addition to being responsible for many aspects of day-to-day campus operations, the Operations Assistant serves as the receptionist in the front lobby of the Villa campus and provides general administrative support to the faculty & staff located at that campus as needed.

Requirements

• 5-7 years experience in an office or administrative support setting.
• Associates degree required.
• Intermediate level proficiency using Microsoft Office or Google Suite.
• Demonstrated initiative, sound judgment, sense of urgency.
• Good with people, enthusiastic about interacting with children and youth.
• Reliable, punctual, and flexible.
• A commitment to diversity, equity, inclusion, and justice.
• Able to communicate clearly in English, with strong oral and written communication skills.
• Openness to feedback and continuous growth in a positive way.
• Excellent organizational skills.
• Strong work ethic.
• Ability to occasionally lift, carry, push and pull up to 25 pounds as some regular organizational tasks involve moving desks, chairs, electronics, paperwork and other school supplies and equipment as needed.
• Must be able to remain in a stationary position at least 50% of the time.
• Capability of occasionally moving about inside an office setting to access file cabinets, office machinery, etc.
• Ability to proficiently and frequently operate a computer and keyboard as well as other office equipment such as calculators, copy machines, printers, and projectors.
• Consistently practice safe working habits while using school supplies, equipment, and electronics as well as the ability to maintain a safe and hazard-free workstation for yourself and others at the school.

Nice To Haves

• Bachelor’s degree preferred.
• Current CPR and First Aid certifications preferred.
• Occasionally required to work weekends, nights, or be on-call for special events, which are sometimes held outside and require the ability and willingness to work in all weather conditions at any time of the year.

Responsibilities

• Greet parents, students, visitors, and vendors warmly and professionally.
• Answer, screen, and forward incoming phone calls or inquiries.
• Limit campus access to authorized parties only and require visitors to register and wear ID badges.
• Respond with urgency when appropriate (e.g., call 911, internal notification, etc.).
• Ensure the front lobby is kept in good order at all times.
• Accept receipt of incoming mail and packages and notify recipients.
• Supervise students sent to the front for behavioral concerns or other issues.
• Ensure access doors are closed during school hours and be familiar with all school-based safety and security processes, including safety drills.
• Work with LS Director to put in place a schedule that assures front desk coverage throughout the day during breaks or absences, and upload the schedule to the school’s Google calendar.
• Advise the CFOO of any scheduling needs.
• Use provided methods to maintain accurate and complete daily attendance records.
• Note student arrivals and departures.
• Monitor parent emails and phone calls regarding student absences and tardies.
• Reach out to parents around attendance questions as needed.
• Set up and maintain student check-in iPads and monitor their use during daily drop-off and pick-up procedures.
• Assist with collection and retention of required forms, waivers, etc.
• Maintain student academic records and student immunization & health records.
• Assist school registrar with the sending out of academic records requested by students who are applying out.
• Provide basic first aid and attend to minor injuries and illnesses among students.
• Keep a log of care provided and any medications dispensed.
• Exercise sound judgment on who to communicate with (e.g., parents, School Directors, the Executive Director, the campus safety team) and what next steps to recommend (midday pick-up, a trip to urgent care, call 911, etc.).
• Coordinate all aspects of the student lunch program.
• Assist with lunch distribution.
• Place orders for supplies & materials requested by faculty & staff.
• Maintain an inventory of commonly consumed classroom & office supplies.
• Request substitutes as requested using prescribed process.
• Keep the faculty break room clean, orderly, welcoming, and well-stocked with snacks, beverages, and treats.
• Request info from parent volunteers so they can be cleared to be on campus, authorized to drive students in their personal vehicles, etc.
• Coordinate the scheduling of volunteers and serve as the main point of contact for and communicator.
• Submit maintenance requests for noted or reported hazards or needed repairs, and follow up to assure requests are responded to.
• Maintain shared spaces (e.g., staff lounge, teacher workroom, & shared campus resources like printers & bulletin boards).
• Oversee Lost & Found and take discarded items to local charity.
• Collaborate with the Family Association on their initiatives, activities, and events.
• Assist with travel arrangements.
• Offer logistical support to owners of planned events, activities, or field trips by lining up vendors, venues, caterers, transportation providers, etc.
• Support admissions open houses and other admissions events.
• Fulfill duties as assigned.
• Be responsive and accessible throughout the work day for interaction, questions, and requests for support.
• Uphold professional and ethical standards in all interactions within the school community.

Benefits

• Medical, dental, and vision insurance coverage
• a 401K retirement plan with an employer match
• basic life insurance
• short-term and long-term disability insurance
• generous paid time off including paid holidays, sick time, and floating holidays

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree