Office Lead/Administrative Support in Fort Collins, Colorado at Rivendell School

Position Purpose

The Front Office Lead and Administrative Support serves as a critical enabler of Rivendell customer service and efficiency in both front and back-end operational administration; acting as a partner to the leadership team. As the first point of contact for Rivendell stakeholders, this position welcomes, coordinates, problem solves and streamlines as the owner of administrative processes and systems. In addition to front office reception, the role is responsible for summer program support, confidential record management, finance transactional processes, running minor scope projects, basic student medical care and multiple other administrative processes.

Essential Functions

• Administer transactional work in QuickBooks - including but not limited to data input for invoicing, family/student information, fees, tuition, bill pays, etc.
• Ensure employee timesheets submitted timely and track PTO entries in 3rd-party system; prepare data for submittal.
• Perform data entry processes for financial and/or billing processes - gather and organize credit card transactions, administer remote bank deposits, and support lunch ticket processes.
• Act as primary student health technician - evaluate and attend to students visiting the health office; provide emergency and routine health care and/or first aid, administer medications adhering to regulatory procedures, perform delegated medical procedures, contact parents, prepare teachers to administer medication on school trips, and coordinate with remote school nurse as needed.
• Maintain health office records and review with auditors as needed - including absence due to illness, all office visits, phone calls, medications, accident and injury records (excluding immunizations and preschooler health releases).
• Serve as first point of contact for visitors and callers; direct and assist, answer and route phone calls or messaging.
• Maintain confidential employee files (including licensure and training).
• Order supplies and materials for school needs (various online vendors).
• Sort and distribute mail and assist with mass mailings.
• Maintain extensive distribution lists and directories, manage mail, facilitate paper mailings, send emails from Administration address.
• Partner closely with Facilities function; provide administration support for various processes such as scheduling of emergency response drills.
• Assist with projects, committees and events in administrative capacity, as needed.
• Back-up support for other administrative positions and/or monitor students during recess, lunch, faculty breaks, when needed.
• In partnership with leadership, supports onboarding/offboarding processes for new or exiting employees.
• Manage daily check-in/out of summer campers; coordinate with parents and teachers on absence related communication.
• Administration of camp software system including but not limited to researching and performing system actions to resolve parent inquiries (email, phone, walk-in) on camp schedule, registration, billing, charges and refunds.
• Collaborate with marketing team to post camp photos as appropriate, to social media sites.
• Monitor ill or injured camper in safe area while awaiting parental arrival.
• Utilize Camp Director for issue resolution on escalation-worthy issues (camper, parents, billing discrepancy, etc.).
• Partner with Camp Director on resolution of unplanned staffing absence (example - Camp Teacher out sick); retrieve daily messages for absent staff and follow substitute coverage action planning.
• Partner with Camp Director on the organization and planning of camp orientations, staff trainings and team meetings.

Other Functions

• Assist in other capacities as determined by Rivendell leadership.

Working Conditions

• Hours - will vary according to specified position
• Requires speaking, listening, moving oneself about the campus maneuvering uneven surfaces for up to 8 hours or more per day. Frequently required to stand, walk, use hands and fingers, reach, stoop, kneel, and crouch. Frequently lift and/or move up to 15 pounds; occasionally lift up to 25 pounds.

Work Location Requirements

• Position is designated as on-site and is not conducive to remote work.

Knowledge, Skills and Abilities

• High level ability to communicate effectively with a variety of stakeholders - parents, children, team members, and regulatory agencies.
• Skill in managing recurrent, time-bound, and detail-oriented responsibilities within a dynamic environment of frequent interruption.
• Technical knowledge and understanding of how to appropriately support ill or injured children.
• Knowledge of systems for administration of basic accounting, human resources and payroll.
• Ability to maintain confidentiality of sensitive information; understanding of compliance related regulations and processes (HIPAA etc.)
• Ability to supervise the behavior, safety and well-being of students.
• Strong technology skills to manage and leverage digital documentation, communications, data and systems such as Google Workspace, CampBrain, Paylocity, etc.
• Ability to project manage minor scoped initiatives; working closely with all stakeholders.

Required and/or Preferred Experience

Required

• One year of related experience.

Preferred:

• Experience working in a school setting.

Required and/or Preferred Education / Credentials / Licensure

Required

• High school diploma
• Ability to successfully complete relevant training including but not limited to CPR, Medical Administration, Standard Precautions and Delegation, First-Aid, HIPAA, etc.