Receptionist/Substitute Coordinator - ALL REGIONS

About the role

Manages daily staffing for after-school programs at schools within individual Think Together regions and other districts with Think Together programs. Works with various schedules and absence reports to assign substitute program leaders to sites. Independently handles various aspects of substitute staffing to meet program objectives and staffing parameters. Responsible for regional office operations such as purchasing and facilities management. Serves as the regional office front desk receptionist, performing or assisting with tasks in the assigned area under direct supervision.

Responsibilities

• Meets strict requirements for attendance and punctuality.
• Maintains a neat and orderly desk and reception area.
• Welcomes callers and visitors, providing a positive first impression of the organization.
• Logs in visitors and issues visitor badges when necessary.
• Answers telephones, routes calls, takes and delivers telephone messages professionally and courteously.
• Screens callers and visitors prior to routing them to appropriate personnel.
• Ensures prompt and accurate distribution of all mail and packages; may sign to verify receipt of delivered items.
• Assists with clerical or administrative tasks and projects as requested or assigned.
• Maintains professional appearance of the kitchen area.
• Ensures appropriate staffing count at after-school program sites by working daily with staff to receive absence reports (same-day or future planned absences).
• Calls substitutes to find available replacements and briefs them on site information or special requirements.
• Communicates with site coordinators regarding staff changes daily or as needed.
• Monitors accuracy of substitute Program Leader work hours.
• Communicates with HR department and Site Coordinators about job performance of assigned substitutes when needed.
• Liaises with various employers (school districts) on attendance issues as needed.
• Maintains comprehensive records and creates/maintains training schedules.
• Coordinates facilities management, purchasing, and supplies.
• Maintains, tracks, and orders general office supplies.
• Maintains and updates office directories.
• Tracks and logs boxes for off-site storage facility.
• Implements processes to ensure smooth functioning of the reception area.
• Trains backup receptionist as needed.
• Maintains the highest degree of confidentiality in student, staff, and management matters.
• Orders and prints business cards as needed for staff.
• Works independently to refine and improve processes and procedures.
• Answers phones and completes other administrative or interaction duties as requested.

Requirements

• 1–3 years of prior administrative support role.
• High school diploma required; two-year minimum college degree preferred.
• 2–3 years of experience with educational settings and operations.
• Experience with a receptionist-operated central telephone system.
• Clear telephone voice and proven ability to communicate professionally and effectively with stakeholders, including school administrators, district officials, parents, and community partners.
• Good verbal and written communication skills.
• Proven time management, organizational skills, and ability to work in a fast-paced collaborative environment with frequent unplanned requests and/or delays.
• Basic math skills.
• Ability to work cooperatively and collaboratively with staff to accomplish work in a timely fashion.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, and Outlook).
• Must pass Live Scan (fingerprinting), Background Check, and Tuberculosis Test.

Skills

• Willingness to accept responsibility.
• Ability to communicate effectively and demonstrate sensitivity to others.