School Admin - Front Office and Outreach Coordinator

MGRM•Tempe, AZ

4d•Onsite

About The Position

Pinnacle Charter Schools, a network of public charter schools serving students across Arizona, is seeking a resourceful, welcoming, organized, and highly communicative individual to join their Tempe campus as a Front Office & Outreach Coordinator. This is a hands-on front office position with significant daily phone and communication responsibilities. The role serves as the primary point of contact for students, families, prospective families, and visitors, ensuring the front office is organized and responsive. Responsibilities include managing incoming calls and inquiries, conducting outgoing calls for attendance, engagement, enrollment, application follow-up, and outreach. The ideal candidate is comfortable spending a significant portion of the workday on the phone, initiating conversations, following up consistently, documenting outcomes, and communicating with diverse individuals. The role also involves maintaining student records, supporting campus compliance, monitoring daily site needs, and contributing to a welcoming school environment.

Requirements

Strong communication, interpersonal, computer, organizational, and record-keeping skills.
Enjoy talking with people and are comfortable spending a significant portion of your workday on the phone.
Confident making incoming and outgoing calls, initiating conversations, communicating professionally, and following up persistently when students or families are difficult to reach.
Ability to manage ringing phones, students at the front desk, emails, administrative work, and changing priorities without becoming overwhelmed.
Organized, proactive, and reliable with follow-through, documentation, deadlines, and routine reporting.
Strong customer service instincts and understand the importance of making students and families feel welcome.
Comfortable learning and using multiple technology platforms, including email, spreadsheets, CRM systems, and student information systems.
Associate's degree or higher preferred.
2+ years of experience in front office, administrative support, customer service, call center, enrollment, outreach, student services, or a related role preferred.
Prior experience in a position involving frequent inbound and/or outbound telephone communication is strongly preferred.
Experience in a school, youth-serving organization, healthcare office, social services environment, or other high-contact setting is a plus.

Nice To Haves

Bilingual English/Spanish skills are strongly preferred.

Responsibilities

Serve as the primary front-office point of contact for students, families, prospective families, visitors, and community members.
Manage a high volume of incoming and outgoing calls throughout the workday with professionalism, patience, and warmth.
Respond promptly and professionally to incoming calls, emails, messages, and in-person inquiries; provide accurate information, take detailed messages, and route matters appropriately.
Make proactive outgoing calls to students and families regarding attendance, enrollment, missing documents, student engagement, re-engagement, and other school matters.
Follow up consistently when students or families cannot initially be reached.
Maintain accurate documentation of calls, outreach attempts, conversations, and outcomes in designated school systems.
Greet students, families, and visitors warmly while managing visitor sign-ins, mail, deliveries, and other daily reception responsibilities.
Record and monitor daily attendance for students attending the campus, ensuring accurate and timely entry into school systems.
Contact absent students and families promptly, document outreach efforts, and escalate patterns of absenteeism, disengagement, or potential withdrawal to the appropriate student services team.
Conduct follow-up and re-engagement outreach to students who have stopped attending or may be at risk of withdrawing.
Build positive relationships with students and families that encourage consistent attendance and continued enrollment.
Support students with day-to-day questions and technology navigation while communicating relevant student concerns to instructional, advising, and student services staff.
Respond to prospective student and family inquiries by phone, online, email, or in person, providing clear and accurate information about Pinnacle's programs and enrollment requirements.
Guide prospective families through the application process and help them understand required documentation and next steps.
Log all inquiries, leads, walk-ins, and follow-up activity accurately in the school's CRM.
Conduct outgoing follow-up calls to prospective families and individuals with pending or incomplete applications.
Collect and review enrollment applications and supporting documents for completeness and forward completed applications to the appropriate District Office/Admissions personnel within required timelines.
Coordinate with Admissions and Student Services to support new and returning students, including orientations, school tours, and other enrollment activities.
Maintain a clean, organized, and welcoming campus environment, conducting daily walkthroughs to identify presentation, safety, maintenance, or operational concerns.
Help maintain required campus postings, compliance binders, inspection certificates, visitor records, and other documentation to support audit and regulatory readiness.
Maintain organized on-site student files and assist with correcting missing or inaccurate documentation.
Monitor basic site supplies and promptly report replenishment, equipment, maintenance, or safety needs to Operations.
Provide general administrative support, including filing, copying, organizing materials, and maintaining required logs.
Conduct phone-based and community outreach to increase awareness of Pinnacle's programs and connect with prospective students and families.
Reach out to withdrawn, disengaged, or former students who may benefit from returning to school.
Participate in community events, enrollment activities, and other outreach efforts while representing Pinnacle professionally and documenting outreach activities and outcomes.
Maintain accurate records of attendance, calls, student and family contacts, enrollment inquiries, and outreach activities, and complete required daily and weekly reports on time.
Follow through on assigned calls and outstanding matters until they are resolved, escalated, or appropriately transferred.
Communicate promptly with supervisors when student, family, operational, or compliance matters require assistance or escalation.