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School Administration Coordinator

Reports To: Executive School Director Department: Operations FLSA Status: Exempt

Location: On Site at The Gardner School at 9+CO

Pay and Benefits:

The starting salary for this position is $57,784 annually. Actual compensation may be higher based on factors such as experience, qualifications, internal equity, geographic location, and business needs.

Eligible team members are offered a comprehensive benefits package, which includes medical, dental, and vision insurance, life and disability coverage, a 401(k) retirement plan, paid time off, paid holidays, employee assistance programs, professional development opportunities, and additional voluntary benefits, subject to plan eligibility and company policies.

Position Summary

The School Administration Coordinator is a member of the school leadership team who supports administrative excellence, family engagement, and the effective day-to-day operation of the school. This role is utilized in larger schools, and partners closely with the Executive School Director, Assistant Director, and School Program Coordinator to coordinate key administrative processes, maintain student records and documentation, support family communications, and help ensure consistent execution of school priorities.

Through strong organization, collaboration, and follow-through, the School Administration Coordinator contributes to a positive experience for children, families, and team members while supporting overall school success.

Primary Responsibilities

Family Experience & Communication

• Serve as a welcoming and professional point of contact for families, prospective families, and visitors.
• Support timely, responsive, and consistent communication with families through in-person interactions, phone calls, email, and school communication platforms.
• Assist with family onboarding, engagement initiatives, school events, and community-building activities.
• Partner with school leadership to address family questions and concerns and ensure appropriate follow-through.
• Help maintain a warm, organized, and professional school environment that reflects The Gardner School experience.

School Operations, Records & Compliance

• Maintain accurate student records, enrollment documentation, health records, and other required files in accordance with company standards and licensing requirements.
• Support reporting, supply management, vendor coordination, and other school operational needs.
• Utilize company systems and technology platforms to support data accuracy and effective school operations.
• Support licensing readiness, audits, operational reviews, and compliance with company policies and regulatory requirements.
• Identify opportunities to improve organization, efficiency, and consistency within school operations.
• Support opening and closing procedures to help ensure the school is prepared for daily operations and maintains a safe, organized environment.
• Monitor classroom ratios and daily staffing schedules, communicating operational needs or potential concerns to school leadership.

Enrollment, Admissions & Retention Support

• Partner with school leadership to support enrollment, retention, and admissions activities.
• Monitor enrollment activity, occupancy trends, roster changes, and waitlists to support planning and informed family communication.
• Assist with tours, admissions follow-up, family onboarding, and related administrative processes.
• Help identify opportunities to strengthen the family experience and support school goals.

School Leadership Team Partnership

• Serve as an active member of the school leadership team, contributing to planning, problem-solving, and execution of school priorities and initiatives.
• Provide leadership coverage and operational support as needed based on business needs.

Qualifications

• Must meet all applicable state licensing requirements and Director qualifications for the state in which the position is located.
• Associate degree or equivalent combination of education and experience required; bachelor's degree preferred.
• Two or more years of experience in operations, administration, customer service, admissions, hospitality, education, or a related field.
• Strong verbal and written communication skills, including the ability to communicate professionally and effectively with families, team members, and school leaders.
• Ability to build positive relationships with families, team members, and school leaders while delivering exceptional service.
• Proficiency with technology, business systems, and data management tools.
• Ability to exercise sound judgment, maintain confidentiality, and meet all state licensing and background check requirements.

Work Environment & Physical Requirements

This position operates primarily within a preschool environment and requires regular interaction with children, families, team members, and visitors. The role involves working in an active school setting with frequent interruptions, changing priorities, and varying levels of activity and noise.

The School Administration Coordinator is expected to be visible and engaged throughout the school and may occasionally work evenings or weekends to support school events, meetings, training, or other business needs.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position. The role requires the ability to communicate effectively, operate standard office equipment, move throughout the school environment, and occasionally lift or carry up to 60 pounds.

The Gardner School extends equal employment opportunities to qualified applicants and employees on an equal basis regardless of an individual's age, race, color, sex, religion, national origin, disability, veteran status, sexual orientation, or any other reason prohibited by law.