The Discovery School is a Reggio Emilia inspired early childhood program and day camp.  We serve children ages 3 to 6 years old in our early childhood program and children ages 3 to 12 in our summer day camp program. Our approach to learning values children's innate sense of wonder, and allows them to construct meaning of the world around them through play and exploration. Our unique seven acre nature campus provides the ideal setting for learning and discovery.

Position: Office & Admissions Coordinator

Work Schedule: 

• School Year: mid Aug - May, M-F 8:00am - 3:00pm (in person) 

• Summer: June - mid Aug, 20 hours/week; flexible schedule (remote work option)

• Special events: 3 -5 admissions/community events per year (after school/weekend) 

Reports to: School Director 

Compensation: $26/hour

Benefits: 20 days paid vacation (holidays/school breaks) + 5 days PTO (school year) + 5 days PTO (summer); 401K (4% match), 40% tuition discount, $250/yr. stipend for professional development

PRIMARY PURPOSE:  The Office and Admissions Coordinator serves as the heart and administrative backbone of The Discovery School. In this role, you will guide prospective families through their entire enrollment journey - from their very first inquiry to their child's first day of school or camp. Beyond welcoming families, this position oversees family billing, maintains meticulous digital and physical records, and provides vital operational and HR support to our dedicated staff. The ideal candidate is a tech-savvy, highly organized problem-solver who naturally connects with others and thrives in a collaborative, child-centered environment.

Professional Expectations

• Dependability: Maintain consistent, punctual attendance and communicate schedule adjustments proactively. 

• Collaboration: Build positive, respectful relationships with children, parents, colleagues, and the broader community while upholding the school's philosophy.

• Confidentiality: Maintain strict confidentiality regarding sensitive staff, family, and student information.

• Emotional Intelligence: Approach challenges with creativity, flexibility, and a sense of humor; model direct communication and constructive conflict resolution.

Admissions & Enrollment Management

• Enrollment Journey & Inquiry Management: Manage school and camp enrollment inquiries, waitlists, and admissions-related communications while maintaining accurate records and providing timely support to prospective families.

• Enrollment Support for School: Coordinate school enrollment processes, including enrollment communications, enrollment tracking, class placement, waitlist management, student records, and enrollment documentation.

• Enrollment Support for Camp: Oversee camp enrollment processes, provide support to registered and prospective families, manage registration changes and cancellations, and maintain accurate enrollment records.

• Class & Roster Optimization: Collaborate with school and camp directors on class/group availability; actively extend enrollment offers to waitlisted families if spaces open up.

Financial Administration

• Billing & Invoicing: Manage school-year tuition and registration fee billing, oversee camp fee payments, maintain accurate billing records, and process billing adjustments as needed.

• Accounts Receivable: Monitor family accounts, maintain accurate payment records, and support communication regarding outstanding balances.

• Financial Processing: Process refunds, provide receipts, manage vendor invoices, and coordinate timely payment of approved bills and expenses.

• Purchasing: Source and purchase instructional and project materials; track, categorize, and record all expenses.

Administrative & Staff Support

• Family Communication: Serve as the welcoming voice of our school; greet families, visitors, and community members with warmth, and respond to phone and email inquiries with a helpful, caring touch.

• Resource Management: Maintain an organized inventory of instructional materials, office supplies, and program resources. Coordinate purchasing, organization, and distribution of materials to support daily school operations.

• Systems Support: Serve as a resource for staff and families as they navigate school systems and administrative technology platforms (ex. Brightwheel)

• Staff Onboarding & Offboarding: Guide new staff through a smooth onboarding experience and support departing employees through the offboarding process, ensuring all employment paperwork, background checks, benefits documentation, and personnel records are completed accurately and filed appropriately.

• Timekeeping & Attendance Management: Help keep our team running smoothly by monitoring daily staff attendance, tracking PTO balances, and assisting staff with their timekeeping.

• Community Logistics & Reporting: Prepare helpful operational reports (ex. class lists, media permissions, camper enrollment, etc.) and collaborate with external student support services (ex. intermediate units) to help coordinate student therapies.

Records, Safety & Compliance

• Record Keeping: Maintain organized, compliance-ready digital and physical records for children and staff, ensuring we always meet or exceed state licensing regulations.

• Campus Safety: Keep our school environment secure by managing building visitor sign-ins; serve as a calm presence during emergency drills or live incidents by confidently guiding others through our Emergency Plans.

Community Connection

• Digital Presence: Keep the school website current and accurate and assist with digital communications and marketing efforts as needed. 

• Event and Community Engagement: Assist in the planning and facilitation of special events, Open Houses, and Discovery Parent Group initiatives. You will be the helping hand behind the scenes - coordinating logistics, tracking budgets, and supporting fundraising efforts that directly enrich our program.

Qualifications & Requirements

• Education: Associate’s or Bachelor’s degree preferred.

• Technical Skills: Advanced proficiency with spreadsheets, documents, presentations, and cloud-based productivity tools, including the ability to organize data, create reports, use formulas, and maintain organized digital systems. Comfort learning and managing school administration software.

• Compliance: Ability to pass all state and federal background checks, child abuse clearances, TB testing, and employment physical.

• Soft Skills: Strong multitasking abilities, excellent verbal and written communication, and a genuine joy for working in an environment that serves young children and families.

The Discovery School is fully committed to Equal Employment Opportunity and to attracting, retaining, developing and promoting the most qualified employees without regard to their race, gender, color, religion, sexual orientation, national origin, age, physical or mental disability, citizenship status, veteran status, or any other characteristic prohibited by state or local law. We are dedicated to providing a work environment free from discrimination and harassment, and where employees are treated with respect and dignity.