Front Desk and Administrative Support

Description

Position Summary

The Front Desk & Administrative Support Specialist is the welcoming first point of contact for students, families, visitors and partners. This role maintains consistent reception coverage, accurate student attendance, safe entry and dismissal procedures, and timely communication. The Specialist provides daily administrative assistance to the Center Director, Administrative Coordinator and Family/Volunteer Liaison.

Essential Responsibilities

FRONT DESK OPERATIONS & HOSPITALITY

· Open and prepare the reception area; greet and direct visitors, answer calls and route inquiries promptly.

· Maintain a welcoming, organized front desk; track visitors, scheduled activities and deliveries, including kitchen deliveries.

· Complete daily opening/closing checklists and coordinate coverage and handoffs.

STUDENT ATTENDANCE & POWERSCHOOL

· Record student arrivals and departures in PowerSchool or approved systems; reconcile discrepancies with program staff.

· Support registration records, contact updates and authorized-pickup verification while protecting confidential information.

· Provide attendance reports and alert leadership to missing records or attendance concerns.

SAFE ENTRY, EXIT & FACILITY ACCESS

· Follow visitor sign-in, identification, access and student release protocols; verify authorized pickup adults.

· Keep entrances secure, never prop doors open, and promptly escalate safety concerns or unauthorized access.

· Assist with emergency communication, accountability and incident documentation as directed.

COMMUNICATIONS & ADMINISTRATIVE SUPPORT

· Assist the Administrative Coordinator with drafting, proofreading and distributing newsletters, announcements, closure notices and family updates through approved channels, including PowerSchool.

· Support the Center Director with scheduling, documents, records, follow-ups and other assigned administrative tasks.

· Maintain current communication lists, reception notices, calendars and distribution records; obtain approval before releasing official messages.

FAMILY, VOLUNTEER & EVENT SUPPORT

· Directly assist the Family/Volunteer Liaison with family outreach, resource referrals, volunteer check-in, contact records and event registration.

· Support community dinners, workshops and other events with guest reception, attendance and logistical coordination.

Requirements

Qualifications & Core Competencies

· High school diploma or equivalent required; related administrative, education or nonprofit training preferred.

· At least one year of customer service, reception or administrative experience preferred; youth-serving experience a plus.

· Strong written/verbal communication, organization, discretion, digital literacy and ability to learn PowerSchool.

· Commitment to child safety, confidentiality, teamwork, hospitality, accountability and mission-aligned service.

· Ability to complete required background checks and training.

Performance Expectations

· Reception is ready and consistently staffed during established operating hours.

· Student attendance and visitor logs are accurate, current and promptly reconciled.

· Safe entry and authorized pickup protocols are consistently followed; concerns are escalated immediately.

· Calls, inquiries, newsletters and assigned administrative tasks are handled accurately and on schedule.

· Families, students, staff and partners receive courteous, timely service.

Working Relationships & Conditions

Reports to the Center Director; collaborates closely with the Administrative Coordinator, Family/Volunteer Liaison, Program Director, Youth Development Staff and Kitchen Manager. This is a support role and does not independently supervise staff or authorize exceptions to safety rules. Onsite work includes frequent public interaction and periods at a reception workstation. Lunch and absence coverage must be coordinated to maintain safe front desk operations.

Mission Alignment

The Rock exists to champion healthy, whole and resilient youth and children in Arlington Woods and beyond through safe, accessible, high-quality, holistic programs and support services, reflecting Eastern Star Church’s mission to grow people to love like Jesus.