Whippany, New Jersey
Posted: 14-May-25
Location: Culver City, California
Type: Full Time
Salary: $26-$34/hr
Categories:
The Willows Community School
Front Office and Middle School Coordinator
ABOUT THE WILLOWS: The Willows Community School, located in Culver City is a Developmental Kindergarten through 8th grade non-profit, co-educational independent school enrolling 475 students annually. Recognized as a balanced, progressive educational leader, The Willows’ strong academic program incorporates experiential learning and thematic instruction into cutting-edge curriculum and integrates technology and the arts into the classroom. The Willows is strongly committed to financial assistance and seeks a broad-based student body with a diversity of race, ethnicity, economics and learning styles. We believe each child brings our community an extraordinary gift: a curious mind, ready to explore and eager to learn.
POSITION DESCRIPTION: The Front Office and Middle School Coordinator is responsible for ensuring the front office operates smoothly and efficiently. The position serves as the first point of contact for students, families, and visitors while providing administrative support to faculty and staff. This role also supports the Middle School Dean.
REPORTS TO: Director of Operations
RESPONSIBILITIES:
Front Office
- Answer and route phone calls, monitor voicemail, and maintain a positive, informative front desk presence.
- Serve as the primary point of contact for daily school activities and general school event information.
- Receive, sort, and distribute incoming mail and packages; manage outgoing mail and school-wide mailings.
- Order and manage supplies for office, classrooms, and school events.
- Create and distribute carpool placards and other materials.
- Report facilities and maintenance concerns to the operations/facilities team.
- Participate on the calendar committee and assist with updating the school calendar.
- Assist with managing the student store: fulfill orders, maintain inventory, and handle communication.
Academic and Student Support
- Manage attendance for DK-8th grades: process late arrivals, early dismissals, and daily attendance reconciliation.
- Assist in the collection and tracking of school-year required forms and end-of-year supplies.
- Coordinate logistics for class and overnight field trips, including collecting waivers, managing transportation, and preparing medical and permission documentation.
- Coordinate and develop the parent-teacher conference schedule, ensure accurate upload to the database, and support parents throughout the sign-up process.
Health and Safety
- Monitor student health needs, including minor injuries and illnesses; contact parents as needed and document health-related incidents.
- Administer medications in accordance with school protocols; coordinate required student health screenings.
- Serve on the emergency response team.
Middle School
- Provide direct administrative support to the Middle School Dean, including scheduling, correspondence, and materials preparation.
- Serve as the administrative point of contact for Middle School families, faculty, and staff.
- Coordinate the Middle School elective registration and logistics; Create courses and schedules and maintain all academic courses for the Middle School.
- Plan and manage Middle School events, including promotion/graduation: order materials, create presentations, and coordinate setup.
Additional Duties
- Support various school-wide projects and events as assigned.
- Prepare event-related gifts.
- Other duties as assigned by the Director of Operations, Middle School Dean, or school leadership.
SKILLS/QUALIFICATIONS:
- Bachelor’s Degree preferred.
- Minimum of three (3) years of administrative experience, preferably in a school or educational setting.
- Strong organizational skills with attention to detail and accuracy.
- Excellent written and verbal communication skills.
- Ability to multitask and manage time effectively in a fast-paced environment.
- Demonstrated professionalism, discretion, and emotional intelligence in handling sensitive matters.
- Proficient in Google Workspace, Microsoft Office Suite, and database systems (e.g., Veracross, Magnus Health, Jotform) preferred.
- Warm, professional phone and in-person etiquette, with a can-do spirit.
- Ability to work collaboratively across departments and respond calmly to shifting priorities.
- Must provide TB clearance and successfully complete a background screening in accordance with California Education Code and school policies.
COMPENSATION & BENEFITS:
This full-time, non-exempt (hourly), position offers an hourly range of $26/hr.–$34/hr., commensurate with experience.
Front Office Hours: Monday - Friday, 7:45AM to 4:00 PM
Employees enjoy a comprehensive benefits package, including:
- Medical, dental, and vision insurance covered at 100% for employees
- Life insurance and long-term disability coverage
- Flexible spending account (FSA)
- Generous retirement plan with an employer discretionary contribution
- Paid vacation, sick days, and holidays
TO APPLY:
Please submit a cover letter and resume to Brae Casillas at braec@thewillows.org with the subject line: Front Office and Middle School Coordinator.
No phone inquiries, please. Only selected applicants will be contacted.
The Willows Community School subscribes to a policy of equal opportunity with respect to employment, participation in available programs, and access to schools and student services. All individuals without regard to race, color, religion, natural origin, age, sex, or disability are provided equal employment opportunities and access to programs administered under the auspices of The Willows Community School.