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HMONG COLLEGE PREP ACADEMY · 11 hours ago

Administrative Coordinator for Main Office

St Paul, MN

Full-time

Onsite

Mid Level

$40K/yr - $67K/yr

3+ years exp

Hmong College Prep Academy is dedicated to providing a well-rounded educational experience for K-12 students. The Administrative Coordinator plays a vital role in supporting school operations through a variety of administrative tasks, ensuring effective communication, organization, and service within the school community.

Education

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: Bus duty (assisting students to buses at dismissal) 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

Qualification

Office administrationData entryOrganizational skillsSchool programsInterpersonal skillsCommunication skillsProblem-solving skillsFirst aid knowledgeTeam collaborationTime management

Required

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