Receptionist and Assistant to the Dean

Seattle, WA, USA|

Job Overview

Employment Type

Full-time

Compensation

Hourly

Range $30.00 - $33.40

Work Schedule

Standard Hours

Benefits

Paid Time Off

Health Insurance

Dental Insurance

Vision Insurance

Retirement Plan

Tuition remission

Flexible spending account

Job Description

Seattle Preparatory School is a distinguished Catholic, Jesuit college preparatory school located in Seattle, Washington. Established in 1891, it has a long-standing tradition of academic excellence and spiritual formation rooted in the Ignatian ideals. With an enrollment of approximately 790 students in grades 9 through 12, Seattle Prep emphasizes the holistic development of its students, aiming to cultivate intellectual competence, spiritual vitality, personal growth, love, and a commitment to justice. The school fosters a community where diversity, equity, inclusion, and belonging are fundamental values. Located on a serene 5-acre campus on the North-end of Capitol Hill, Seattle Prep offers a transformative education designed not only to prepare students for college but also to nurture compassionate, resilient leaders who live to serve others.

The Receptionist and Assistant to the Dean at Seattle Preparatory School plays a pivotal role in ensuring smooth administrative operations within the school office. This full-time, year-round position (12 months) offers working hours from 7:00 am to 3:30 pm, Monday through Friday. The role is integral to maintaining a welcoming and organized environment at the school's main office and providing critical support to the Dean of Students. The Receptionist and Assistant manages daily student attendance, acts as the first point of contact for visitors, parents, and students, and oversees various administrative tasks that support the broader school community.

Key responsibilities include greeting visitors with warmth and professionalism, managing the entry system for security and visitor management, and handling inquiries efficiently. The role involves comprehensive management of attendance records, including processing absences, maintaining logs, following up on unexcused absences, and communicating with students, parents, and staff to ensure accurate attendance data. Additionally, the role includes the management of sensitive and confidential student information such as health records and government forms, coordinating with school staff for various reporting requirements, and assisting with communication campaigns particularly during school-wide events like evacuations.

Furthermore, this position supports the Dean of Students administratively, manages school deliveries and supplies, oversees the Sick Room and Lost and Found, and administers replacement cards and access badges for students. The hourly wage ranges from $30.00 to $33.40, depending on skills and qualifications. Seattle Prep offers a robust benefits package that includes a generous benefits allowance, employer retirement contributions, paid time off, tuition remission, and a medical leave program, enhancing the overall employment experience.

Seattle Preparatory School is committed to non-discrimination and equal employment opportunities, reflecting its Jesuit values of respect and justice. Prospective candidates should have a sincere commitment to the mission and values of the school, especially pertaining to diversity and inclusion, and a readiness to contribute positively to the school’s community and culture.

Job Requirements

High school diploma or equivalent
Two or more years of administrative or customer service experience preferably in education
Commitment to Prep's mission and values including diversity, equity, inclusion, and belonging
Supportive of the Catholic, Jesuit educational mission
Strong organizational skills
Excellent communication skills
Ability to maintain confidentiality
Ability to work independently
Ability to work with diverse stakeholders including students, families, and faculty
Proficiency with office software and technology
Strong attention to detail
Completion of background check and safe environment training
Preferred experience in a high school setting
Familiarity with Veracross database
Positive team collaboration skills

Job Qualifications

High school diploma or equivalent
Two or more years of administrative, office coordination, or customer service experience preferably in an educational setting
Strong organizational skills and ability to manage multiple priorities
Excellent interpersonal, written, and verbal communication skills
Demonstrated ability to maintain strict confidentiality
Ability to work independently and handle multiple projects simultaneously
Experience working effectively with students, families, faculty, and external partners
Proficiency with Microsoft Office Suite, databases, and office technologies
Commitment to the mission and values of a Catholic, Jesuit high school with an emphasis on diversity, equity, inclusion, and belonging
Completion of criminal history background check and safe environment training
Preferred: Experience working in a high school or with youth
Familiarity with Veracross database
Ability to contribute positively to a collaborative team culture.

Job Duties

Maintain a physical presence in the main office to provide a warm and welcoming environment
Serve as the first point of contact for visitors, parents, students, and vendors, managing the entry system and responding to inquiries
Oversee the student attendance process including maintaining attendance records, handling communications about absences, and addressing unexcused absences or discrepancies
Track and manage confidential student records such as health forms, accident reports, and consent documents
Communicate regularly with students, parents, faculty, and staff about attendance and related student issues as directed by the Dean of Students
Answer incoming school calls, respond to inquiries, transfer calls, and take messages
Manage deliveries, mail, supplies, and messages, and maintain the Sick Room and Lost and Found areas
Act as Attendance and Communications Lead during school-wide evacuations
Administer replacement ASB cards and access cards in coordination with vendors and the Dean of Students
Provide administrative support to the Dean of Students as needed
Report statistics and health records to state authorities in compliance with regulations.