Front Office & Family Communication Manager

The Waldorf School of Pittsburgh (located in the Bloomfield/Friendship neighborhood) seeks a full-time Front Office & Family Communication Manager to provide wide-ranging support to its faculty, staff, students, and families. This role is both public-facing and administrative, requiring the ability to set and juggle multiple priorities at once in a busy office setting. The ideal candidate will be both a self-starter and team player who approaches work with an adaptable attitude in a constantly-changing day-to-day environment, as well as a broader willingness to grow with the needs of the school. This role is supervised by and reports to the Head of School, with additional reporting to the Leadership Team and Board of Trustees as needed.

DUTIES

Office Management

• Ensure all paperwork for students and alumni is up-to-date each year, including health and academic records
• Maintain classroom Emergency-at-a-Glance documents, Student Health/Emergency Cards, and Student Allergy Lists posted inside (and outside, if needed) classrooms before the start of the school year as well as with each new, mid-year enrollment and newly diagnosed student
• Maintain attendance records
• Maintain the master calendar of all school events including Google calendar, reserving spaces for meetings, clubs, workshops, etc.
• Maintain school databases, including Ravenna, Google groups, Mailchimp, the school directory, and BrightArrow (emergency messaging system)
• Perform general reception duties, including greeting and directing visitors, disseminating mail, and answering phones
• Monitor door cameras for security; use buzzer system to open doors; sign in all visitors
• Order office and classroom supplies as necessary; oversee maintenance of printers and copiers; maintain supply room; offer light IT support
• Attend weekly administration meetings and secure front office coverage while away from office
• Attend PA meetings 1-2 times per year
• Abide by expectations outlined in the WSP employee handbook
• Other duties as assigned (including administrative support for Winter Fair, May Fair, and other events)

Program Support

• Prepare daily transportation lists for student arrive and dismissal
• Serve as primary contact for arranging bus transportation for students
• Serve as school nurse/health aid, including maintaining supplies and administering aid and medication to sick and injured children
• Work closely with assigned school nurse and dental hygienist from PPS
• Monitor children who are temporarily unable to be in the classroom

Communications

• Serve as point of contact for questions from faculty, staff, and wider school community
• Review, edit, and help compile weekly announcements and monthly newsletter
• Update content of school website
• Send messages via BrightArrow when school is delayed or closed.
• Update handbooks for families and employees
• Work closely with all members of the administrative team
• Assist with other mailings and communications as needed

CANDIDATES MUST:

• Have a minimum of one year of experience in office management with a non-profit, educational, or similar organization; ideal candidates will have 3-5 years of experience
• Display fluency with basic office software including Google Suite and Microsoft Office
• Interact effectively and professionally with a wide range of people in a wide range of circumstances
• Remain calm under pressure and handle all situations with diplomacy and discretion
• Be able to organize, prioritize, multitask, and meet deadlines
• Have excellent writing skills and attention to detail
• Pass standard criminal background checks and child abuse screenings prior to employment
• Receive basic first aid and CPR training prior to employment and every two years after
• Demonstrate a willingness to learn about Waldorf Education and anthroposophy

HOURS AND SALARY

• Position is salaried
• Hours are Monday-Friday, 7:30am–3:30pm during the school year (or as needed, depending on dismissal); Monday-Friday, 8:00am-3:00pm during the summer break
• Benefits include health, dental, and vision; 90% tuition remission and 100% discount on Extended Care program for enrolled children; school breaks and personal vacation days, sick days, and one professional day