Office Coordinator, Maryknoll School

POSITION NAME:  Office Coordinator

DEPARTMENT/GRADE LEVEL:

REPORTS TO:  Academic Dean

EFFECTIVE DATE:  01-01-2026

CLASSIFICATION:  Non-Exempt

GENERAL STATEMENT OF DUTIES:  The Office Coordinator collaborates in the effective operation of a Catholic education program by supporting the goals and spirit of Catholic education in general and the school programs in particular; ensuring an effective instructional program; continuing in professional growth; and encouraging student educational growth.

ESSENTIAL FUNCTIONS/MAJOR RESPONSIBILITIES: (The essential functions/major responsibilities listed are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements of duties does not exclude them from the position.  Duties and responsibilities are also subject to change by the employer as the needs of the employer and requirements of the job change.) 

The Office Coordinator reports to the academic deans and is responsible for providing proficient administrative and logistical support for the efficient operation of administrators, teachers, staff, and students across all campuses—Grade School, Middle School, and High School—as assigned.

The Office Coordinator is expected to have competencies in the following major areas:

1. COMMUNITY OF FAITH
   1. Supports and implements the mission/philosophy of Catholic education and the school
   2. Gives evidence of lived Gospel values
   3. Participates in building faith community

1. INTERPERSONAL RELATIONSHIPS
   1. Works cooperatively with administration and classroom teachers.
   2. Works positively with colleagues, support staff, and parish staff.
   3. Demonstrates positive interpersonal relations with students.
   4. Maintains positive interpersonal relations with parents.

• PROFESSIONAL RESPONSIBILITIES

1. General clerical & reception duties including but not limited to: greeting school visitors and students, answering phones, photocopying documents, data entry, filing, mailing, etc.
2. Track student attendance as assigned.
3. Coordinate campus-specific logistics such as parking, facilities use, and event support.
4. Coordinate and provide support for planned and unplanned teacher absences.
5. Coordinate and support school functions (e.g., parent orientations, conferences, open house).
6. Provide support to Administrators/Directors, Deans, School Nurse, Teachers, and other departments as needed.
7. Assist with and implement the care and use of school-issued equipment and facilities.
8. Process timely invoices and reimbursements using Business Office methodology.
9. Manage campus-specific email accounts (Grade School/Middle School/High School and Attendance)
10. Oversee use of school facilities during normal school hours (Calendar)
11. Order office supplies and consumables per GS/MS/HS Dean approval
12. Secure buses and permission forms for student excursions.
13. Implement yearly administrative roll-over for online curriculum/subscription users and provide year-round login assistance for Hi Employment/Kelly Services
14. Provide parents with high-level technical support for school platforms (e.g., myMaryknoll).
15. Assist in various projects to support the efficiency and accuracy of school procedures.
16. Student Records Management: Maintain accurate and up-to-date student records, including report cards, transcripts, attendance, personal information
17. Communication: Serve as the primary point of contact for student records inquiries from parents, students, staff and outside agencies.
18. Coordination of book subscriptions (ordering for Grade School and Middle School), virtual bookstore (Middle and High School) and management of booklists and BNC (high school) ensuring timely availability of required materials.
19. Follow all school procedures and policies.
20. Demonstrate professional responsibility.

1. PROFESSIONAL GROWTH
   1. Interacts with colleagues to further professional growth
   2. Takes advantage of opportunities for professional improvement

MINIMUM QUALIFICATIONS

• High School Diploma or equivalent required.
• Minimum of 3 years of experience in office or business administration, preferably in an educational or customer service setting.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Proficiency in database management and office software (e.g., Blackbaud, Microsoft Office, student information systems).
• Ability to handle sensitive information with confidentiality and discretion.
• Must be willing and able to serve all school campuses—Grade School, Middle School, and High School—as assigned. 

PHYSICAL REQUIREMENTS

While performing the duties of this job, the employee is required to stand, walk, talk, reach, sit, hear, handle, and perform repetitive motions of the hands/wrists.  An individual must be able to stand and/or sit for extended periods.  May need to climb stairs and lift, carry, push and/or pull items up to 50 pounds.  Must be able to respond effectively to and lead students in emergency situations.

WORKING ENVIRONMENT

Work is usually performed in an office setting within the time frame established by the supervisor. The employee is occasionallyrequired to attend evening meetings and may oversee field trips and other special events. 

SUPERVISION

Exercises working supervision over students and volunteers, as necessary.