Position: Receptionist & Attendance Coordinator
Division: High School
Reports To: High School Principal
Employment Type: Full-Time or Part-Time (depending on school needs)

Position Summary

The Receptionist & Attendance Coordinator serves as the first point of contact for families, students, and visitors and plays a vital role in creating a welcoming, Christ-centered school environment. This position manages the daily operations of the front office while overseeing student attendance tracking and supporting administrative coordination within the school.

The Receptionist & Attendance Coordinator provides hospitality to guests, maintains accurate attendance records, communicates with families and staff, and assists school leadership with scheduling, communication, and event coordination.

This individual models Christian character, professionalism, and servant leadership while helping ensure the school office operates in an organized, efficient, and supportive manner.

Spiritual and Ministry Expectations:

Demonstrate a personal commitment to Jesus Christ and support the mission and values of the school.
Model Christ-like character, kindness, patience, and hospitality in all interactions with students, parents, and staff.
Participate in school prayer, chapel, and spiritual life activities when appropriate.
Maintain confidentiality and handle sensitive situations with wisdom, discretion, and grace.

Primary Responsibilities-

Front Office & Hospitality:

Greet and assist all visitors, parents, and students entering the building in a friendly and welcoming manner.
Answer and direct incoming phone calls and emails.
Manage visitor check-in procedures and ensure campus safety protocols are followed.
Provide general information and assistance to families regarding school procedures and schedules.
Maintain a calm, organized, and welcoming front office environment.

Student Attendance Management:

Record and manage student attendance, including late arrivals and early dismissals.
Communicate with parents regarding student absences and dismissal permissions.
Monitor daily attendance submitted by teachers and verify accuracy.
Generate and review daily attendance reports to ensure all records are completed.
Communicate with teachers when discrepancies in attendance records occur.
Send a daily attendance summary report to school leadership.
Track and monitor attendance-related requirements such as tardy detentions or attendance recovery (Time 4 Time).
Maintain tracking systems to ensure students complete required attendance recovery before semester deadlines and notify administration of concerns.

Student Support & Communication:

Oversee student late arrivals and early dismissals.
Communicate with teachers regarding student arrival, dismissal, and parent messages.
Assist students with office-related needs such as forgotten items, parent messages, or minor concerns.
Ensure accurate communication between families, teachers, and administration regarding attendance or scheduling issues.

Administrative Support:

Provide clerical and operational support to the principal and school leadership.
Coordinate and schedule meetings for the principal, including classroom observations, parent meetings, and recurring staff meetings.
Assist with copying, filing, document organization, and office communication.
Maintain spreadsheets and tracking documents used for school operations.
Distribute mail, messages, and packages to staff and classrooms.

Event & Program Coordination:

Assist with scheduling and communication for parent-teacher conferences.
Support planning and logistics for school events such as Homecoming Court, Prom, and other student programs.
Create and manage digital permission forms and registration links for field trips and school activities.
Assist with program coordination such as Academic Nights, Awards Nights and Graduation, including scheduling or administrative support.
Update and maintain annual administrative templates and documents such as chapel schedules, event forms, and school communications.

Safety & Communication

Assist with emergency communication procedures when necessary.
Support the front office during safety drills, medical needs, or emergency situations.
Maintain accurate and updated contact information for students and families.

Qualifications:

Strong alignment with the mission and beliefs of the Christian school.
High school diploma required; associate or bachelor’s degree preferred.
Experience in customer service, school offices, or administrative roles preferred.
Strong communication and interpersonal skills.
Ability to maintain confidentiality and professionalism.
Organized, detail-oriented, and able to manage multiple responsibilities simultaneously.
Comfortable using office technology, including phone systems, email, spreadsheets, and student information systems.

Key Skills & Attributes:

Warm, welcoming personality.
Strong organizational and time-management skills.
Clear and professional communication with parents and staff.
High attention to detail and accuracy when managing records.
Ability to remain calm and helpful in busy situations.
Servant-hearted approach to supporting students, families, and staff
Ability to handle sensitive information with discretion.

Physical Requirements:

Ability to sit or stand for extended periods.
Ability to occasionally lift up to 25 pounds (packages or supplies).
Ability to move throughout the campus when assisting visitors or students.

Grace Christian Academy

Grace Christian Academy, a college preparatory school located in Knoxville, provides a rigorous educational program taught from a Biblical worldview for students grades K-12.

The faculty and staff at Grace Christian Academy are part of a collective team as they partner with peers, the administration, and families to carry out the mission of the school. Employees enjoy an extensive benefits package, including health insurance, tuition benefits for their own children, paid sick and personal leave. As a part of a school that seeks to lead, build, and equip students to become mature disciples of Jesus Christ, the faculty and staff enjoy a sense of fulfillment as they work together to see this vision accomplished.