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School Receptionist & Summer School Registrar

School Receptionist & Summer School Registrar

School: Westminster
Available Position: Non-teaching Staff

This School Receptionist and Summer School Registrar combination role is designed for a warm communicator with a heart for helping others and a skillful logistician with a head for organizing people, schedules, processes, and programs.

As the person responsible for creating a positive first impression and welcoming presence, Westminster’s School Receptionist will greet and assist visitors and callers with professionalism and enthusiasm. In an equally important role, the Summer School Registrar will be an integral designer of summer school systems and processes, supporting the work of the Summer School Director throughout the school year and summer.

The ideal candidate would be familiar with the school culture, maintain a warm and positive disposition, exhibit a mastery of both interpersonal and logistical skills, be highly adept at technology, and be an excellent communicator.

Supervisor: Summer School Director and Director of Enrollment Management
Supervisor Responsibilities: None
Position Status: Salaried, Non-Exempt, Full-time, 12-Month
Hours of Work: 7:30 a.m. - 4:00 p.m.

Serves as the primary phone receptionist for the entire school
Greets visitors with professionalism and enthusiasm as they enter Barge Commons, offering direction and assistance as needed
Directs calls to the appropriate offices and responds to inquiries. Provide a warm, welcoming greeting to people calling into both the main school number and into the Admissions Department, providing information and routing calls as appropriate
Serves as first-line assistance for unscheduled campus visitors, including admission inquiries and visits, referring individuals with issues or questions to the Admissions Office Manager
Proactively reviews the schedule of school activities to enable fast responses to callers’ inquiries
Partners with Admissions Office Administrative Support Staff & IT to update the written protocol for call transfers
Develops a strong, positive relationship with all school constituents
Perform other duties as assigned

Assists the Summer School Director
Oversees the Summer School budget and prepares the Zero-Budget spreadsheet.
Oversees Summer School registration
Oversees Data collection - must have strong knowledge of Excel
Communicates with parents
Participates as a member of the Summer School Committee
Coordinates with Admissions, Financial Aid, Business Office & IT Department as directed
Coordinates with Communications (WPU and Wildcat web) for marketing and registration
Edits the parent and student portals (Veracross)
Proactively looks for opportunities to improve current systems and processes
Designs, organizes and helps review Summer School Data - must have strong knowledge of Excel
Perform other duties as assigned

Additional Duties: Enrollment Management & Admissions Support
Coordinates with the Enrollment Systems Manager (ESM) to provide ongoing data support
Coordinates with ESM to develop historical data workbooks such as withdrawal reports, summer school and admissions validity, and student performance data.
Coordinates with ESM to pull data for various data projects from the database and other resources, including databases such as Ravenna and various non-digital sources
Answers Admissions phone and answer/ forward Admissions mailbox
Answers/ helps with Admissions questions relating to applicants’ file’s completion on Ravenna
Assists the aesthetics and layout of the Admissions office and help with the set up of room 217
Provides “Day of” event support
Assists with assembling name tags with literature
Assists in the pickup and distribution of the mail

Bachelor's degree or higher
A minimum of three years’ experience in a competitive, high-demand school environment
Fundamental understanding of and commitment to the School’s culture, mission, and vision; a willingness to serve as an ambassador for the School, both internally and externally
Excellent interpersonal, verbal, and written communication skills; ability to interact effectively with a broad constituency while representing the school with professionalism and enthusiasm
Extensive experience with office administration, clerical, and customer service-related tasks with excellent phone etiquette and interpersonal skills
Team player with a positive attitude, proactive approach, and customer-service mindset
A disciplined, results-oriented self-starter who can work both independently and collaboratively in a fluid environment
Excellent planning, prioritization, and organizational skills with the ability to successfully manage multiple tasks in a fast-paced environment
Ability to maintain strict confidentiality
A growth mindset with interest in process improvement and self-development
Proficiency in Microsoft Office Suite and Google G-Suite, with emphasis on strong spreadsheet acumen
Preferred: Veracross or other Student Information Systems knowledge
Preferred: Experience with data management and review
Ability to work in a high pace, high energy environment
Flexibility is a plus

While performing the duties of this position, the employee is required to sit; stand; walk; use hands to finger, handle and feel objects, tools, or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch and crawl; talk and hear; engage in moderately strenuous physical activity both indoors and out; and smell. The employee may occasionally lift or move up to 50 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Ability to become CPR and First Aid Certified.

Minimal travel required. Occasional overnight and out-of-area travel may be required.

Westminster is committed to the principle of equal opportunity in employment. It is Westminster’s policy to provide equal employment opportunities and administer terms and conditions of employment without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state, and local laws. EOE/M/F/D/V.

Note: This position description has been designed to indicate the general nature and level of work to be performed by employees within this classification. This position description should not be interpreted as a comprehensive inventory of all duties and responsibilities required or assigned to an employee in this position. Nothing contained in this position description restricts Westminster’s right to assign or reassign duties and responsibilities to this position at any time.


Contact name: Marjorie Mitchell
Contact email address:

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