Administrative Support Coordinator in Port St. Lucie, Florida at Calvary Port St Lucie Inc

The Administrative Support Coordinator provides administrative and operational support to the Dean, Principal, and School Pastor to ensure effective day-to-day school operations. This position supports student services, school communications, event coordination, record management, and scheduling while maintaining professionalism, confidentiality, and alignment with the school’s mission and values.

Essential Duties and Responsibilities

Student Services & Dean Support

• Maintain and update student discipline records, including demerits and related documentation.
• Coordinate and schedule student detentions and communicate related information to students, parents, and staff.
• Assist with discipline tracking, documentation, and follow-up communications.
• Maintain confidentiality regarding student, family, and personnel matters.

Principal & Administrative Support

• Schedule meetings, conferences, and appointments for school administration.
• Assist with organization, tracking, and follow-up for student academic projects, including 8th Grade and Senior Capstone initiatives.
• Update and maintain student and parent accounts within FACTS and other school information systems.
• Coordinate calendars, reminders, deadlines, and administrative workflows.
• Assist with school communications, recordkeeping, and office organization.
• Support school initiatives, special projects, and campus events.

School Pastor & Spiritual Life Support

• Coordinate scheduling for student mentorship, discipleship, chapels, retreats, and spiritual life activities.
• Communicate event information and logistical details with students, families, faculty, and staff.
• Organize and maintain event documentation, including forms, permissions, attendance records, and schedules.
• Provide administrative support for spiritual life programs and related activities.

General Administrative Responsibilities

• Respond to emails, phone calls, and inquiries in a professional and timely manner.
• Maintain accurate records, filing systems, and organizational documentation.
• Assist with coordination of school-wide events and activities.
• Demonstrate professionalism, discretion, and effective communication in all interactions.
• Support and uphold the mission, vision, policies, and values of the school.
• Other duties as assigned by Supervisor.

Qualifications

• Strong organizational, administrative, and time management skills.
• Excellent written and verbal communication abilities.
• Ability to maintain confidentiality and exercise sound judgment.
• Proficiency in Microsoft Office, Google Workspace, FACTS, or similar student information systems preferred.
• Ability to manage multiple priorities in a fast-paced educational environment.

Education & Experience Requirements

• High school diploma or equivalent required; Associate degree or higher in Business Administration, Education, Ministry, Communications, or a related field preferred.
• Minimum of 2 years of administrative, office support, school operations, or related experience preferred.
• Experience working in a school, nonprofit, church, or ministry environment preferred.
• Experience with student information systems, databases, or administrative software such as FACTS preferred.

Physical Requirements

• Ability to sit, stand, walk, and use office equipment for extended periods.
• Ability to occasionally lift and move materials up to 25 pounds.

Disclaimer

This job description is intended to describe the general nature and level of work performed by individuals assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Responsibilities may be modified at any time based on organizational needs.