Administrative Coordinator
The Advent School, located in the Beacon Hill section of Boston, Massachusetts, educates 160 students in pre-Kindergarten through Sixth Grade. A mission-focused school founded in the principles of social justice, Advent has served the students and families of Boston since 1961. Through its Reggio Emilia-inspired curriculum, Advent's faculty deliver authentic, rigorous, and experiential learning opportunities that encourage students to "learn with passion, act with courage, and change the world."
The Administrative Coordinator is the first point of contact for many constituents in our community, including students, families, and staff. As such, the Coordinator is a welcoming presence prepared to handle a wide range of inquiries and requests, including answering phone calls and greeting visitors. They are knowledgeable of school operations and provide information on various topics, such as school policy, academic calendar, and day-to-day school life. The Administrative Coordinator also administers basic first aid care to students as needed and works with the consulting nurse and Health & Safety Team on student wellness and school health oversight.
The Administrative Coordinator is a salaried position for the 2025-26 academic year that includes medical and dental insurance, a 401(k) plan, professional development opportunities, and vacation benefits. The hours for this position are 8:00 a.m. to 4:00 p.m. Monday through Friday; some nights and weekends may be required for special school events. Salary range is $50,000 - $60,000 annually, depending on experience.
Responsibilities & Duties
Communications
● Welcome school community members and visitors to campus and track movement in visitor log
● Answer phone calls and respond to emails, ensuring that information is properly transmitted to families, students, and administrators
● Send health communications to families
Administrative Management
● Ensure daily data is entered into the school database (Blackbaud), including attendance and front desk visits regarding injury/illness
● Collect information from school registration forms, organizing and distributing key information to staff
● Work with the Departments of Teaching & Learning and Enrichment to coordinate spaces for outside service providers, tutoring, and private lessons, as well as with general support in transitioning students to and within after school classes
● Support the Head of School through oversight of their calendar, scheduling meetings, etc.
Health & Safety
● Work with the consulting nurse to ensure student health needs are met and the school is in compliance with state regulations
● Provide basic first aid and wellness assessment for students as needed
● Partner with teachers to communicate with families regarding student injury/illness and document student injury/illness in Blackbaud
● Safely store student medication and assist in administration as needed
● Ensure all student medical information is up to date before the start of the school year, including asthma and allergy action plans, prescription medication forms, etc.
Transportation
● Oversee Boston Public School transportation for eligible students, including sending and collecting bus forms over the summer, and communicating with families and representatives at BPS
● Create and communicate daily and weekly pick up and transportation plans for students
Vendors & Inventory
● Oversee delivery and distribution of school lunches Monday-Thursday
● Maintain inventory of medical supplies and restock class Med Bags each summer
● Manage inventory and ordering for office supplies in copy room
● Work with vendors for servicing office machines, including Xerox copiers
Required Skills & Characteristics
The Advent School is a good fit for professionals who believe in the School’s mission of education for equity and social justice. Candidates should possess strong personal drive and motivation, demonstrate exemplary professional behavior and values, and be resourceful, responsible, and collaborative, in addition to:
● Ability to manage multiple tasks and projects
● Effective and courteous communication
● Detailed oriented, self-starter, and excellent customer service skills
● Familiarity with school databases, specifically Blackbaud, is an asset
Interested candidates should email their resume and cover letter to Amber Lowe, Chief of Staff, at adventadmin@adventschool.org.
Equal Employment Opportunity
The Advent School is committed to equal employment opportunities in hiring, compensation, promotion, training, and all other terms and conditions of employment. There will be no discrimination or harassment against any person in any aspect of employment because of sex, race, color, age, religion, marital status, national origin, physical or mental disability, sexual orientation, or any other characteristic protected by law.
