Front Office Coordinator

School Registrar & Office Coordinator

Supervisor: Director of Operations

Classification: Non-Exempt | Full-Time | 12-Month Position

Position Summary

Menlo Park Academy is seeking a highly organized, detail-oriented, and service-driven School Registrar & Office Coordinator to serve as a central member of our administrative team. This role is responsible for maintaining accurate student records, support with enrollment and registration processes, ensuring state and federal compliance, and supporting the daily operations of the school office.

Working collaboratively with school leadership, this individual manages student information systems, coordinates reporting requirements, supports admissions and family communication efforts, and creates a welcoming and efficient front office experience for students, families, staff, and visitors.

This position plays a critical role in safeguarding data integrity, supporting school funding processes, and ensuring all records and procedures align with applicable federal, state, sponsor, and school requirements, including compliance with the Family Educational Rights and Privacy Act (FERPA).

Essential Responsibilities

Student Information & Data Management

• Serve as the primary administrator for student records and information systems, including PowerSchool, EMIS, and SOES.
• Ensure accurate and timely entry, maintenance, reporting, and reconciliation of student data.
• Monitor weekly reports and proactively correct discrepancies to maintain compliance and avoid financial or audit impacts.
• Coordinate submission of educational reporting requirements and ensure data integrity across systems.
• Maintain enrollment and withdrawal records within required timelines to support accurate state funding.
• Collaborate with external consultants and leadership to reconcile student data and foundation payments.
• Monitor EMIS/SOES reporting to ensure students remain error-free and eligible for monthly funding allocations.

Student Records & Compliance

Maintain complete and compliant student cumulative files, including

• Enrollment documentation
• Medical records
• IEP and 504 documentation
• State and sponsor-required records
• Serve as the lead coordinator during student file audits.
• Request, collect, and process records for newly enrolled students.
• Maintain strict confidentiality and compliance with FERPA requirements.

Enrollment, Registration & Admissions Support

• Support admissions and enrollment through application processing and data entry.
• Maintain registration and enrollment forms to ensure compliance with applicable laws and regulations.
• Support student enrollment accuracy in partnership with school leadership.
• Maintain awareness of custody-related documentation and ensure appropriate record handling.
• Implement parent and visitor registration, check-in, and badging procedures.

School Compliance & Reporting

• Coordinate and monitor compliance reporting requirements, including:
• EMIS reporting
• Special Education reporting
• State assessment reporting (KRA, TIDE)
• Title I reporting
• Student discipline reporting
• Staff reporting
• Ensure all reporting deadlines are met accurately and on time.
• Support communication of school policies and maintain required public notices and postings.

Attendance & Administrative Operations

• Ensure accurate and timely daily attendance submission.
• Execute all required steps related to attendance and truancy processes

Provide administrative support through

• Report preparation
• Filing and records management
• Mail and package coordination
• Calendar management
• Meeting and event coordination
• Supply inventory and purchasing
• Office equipment and technology issue reporting
• Food service communications

Office & School Culture

• Serve as the first point of contact for school-wide phone, email, and in-person communications.
• Deliver professional, welcoming customer service to families, students, staff, and visitors.
• Assist in creating and distributing school communications.
• Support occasional school events
• Foster a positive, collaborative, and mission-driven office environment aligned with Menlo Park Academy’s values.
• Maintain a clean, organized, and welcoming front office environment.
• Perform other duties as assigned.

Qualifications

• Associate degree required; Bachelor’s degree preferred
• Minimum of two (2) years of office administration or office management experience; school or education experience preferred
• Experience working with student information systems, such as PowerSchool
• Advanced proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint)
• Ability to quickly learn and adapt to new software systems and technologies
• Strong written and verbal communication skills
• Excellent organizational, prioritization, and time management skills
• Demonstrated ability to maintain confidentiality and manage sensitive information
• Ability to work independently while contributing positively to a team environment
• Professional, dependable, proactive, and detail-oriented
• Spanish language skills are a plus
• Ability to lift up to 25 pounds
• Ability to successfully complete federal and state background checks

Performance Evaluation

Performance will be evaluated annually by the administrative leadership team and measured by successful completion of established goals and responsibilities. Feedback from peers, direct reports, and Board members may be considered as part of the evaluation process.

Job Type: Full-time

Pay: $18.00 - $20.00 per hour

Ability to Commute

• Cleveland, OH 44102 (Required)

Ability to Relocate

• Cleveland, OH 44102: Relocate before starting work (Required)

Work Location: In person