Administrative Coordinator of School Services

Description

Job Purpose

The Administrative Coordinator of School Services provides direct administrative and operational support to the Lynchburg VIA Day School and Adult Services leadership teams to ensure effective, efficient, and welcoming daily operations. As one of the first points of contact for families, students, visitors, and community partners, this position serves as an ambassador of VIA and is expected to demonstrate compassion, professionalism, courtesy, and responsiveness in every interaction.

This highly visible and active position requires strong organizational skills, sound judgment, the ability to maintain confidentiality and professional boundaries, and a commitment to creating exceptional experiences for students, families, staff, and visitors. The Administrative Coordinator reports directly to the Director of the Lynchburg VIA Day School.

Duties and Responsibilities

Reception, Customer Service, and Community Relations

· Professionally and courteously greet all visitors and answer all incoming phone calls in a timely, helpful, and welcoming manner.

· Serve as a positive reflection of VIA by demonstrating compassion, professionalism, and respect in every interaction.

· Provide visitor badges, direct visitors appropriately, and assist guests, families, and community partners.

· Answer general questions regarding school programs and services or connect individuals with appropriate staff.

· Assist the Admissions team by communicating with prospective families and supporting the admissions process.

· Accept and sign for packages and deliveries.

· Open and distribute incoming mail and correspondence.

· Maintain building message boards in collaboration with the Communications Department.

· Assist with third-party vendors and outside visitors in a professional and courteous manner.

· Collaborate with administrative staff across VIA schools to continually improve student, family, and guest experiences.

· Provide support to other VIA locations as needed.

Administrative and Operational Support

· Provide comprehensive administrative support to school and adult services leadership.

· Serve as the confidential assistant to the Director of the Lynchburg VIA Day School.

· Prepare, proofread, and distribute reports, correspondence, and communications.

· Maintain calendars for IEP meetings, conference rooms, and other school events.

· Support school-wide activities, parent events, trainings, and community functions.

· Coordinate meeting logistics, including room setup, refreshments, and cleanup.

· Order, inventory, and maintain office supplies and materials.

· Maintain organization of the library and shared resources.

· Manage key control systems, credit card checkout procedures, and vehicle usage logs.

· Coordinate VIA van check-out and check-in procedures.

· Research and provide information as requested.

· Provide assistance and ensure timely referrals for systems integration and IT-related issues as directed.

Records, Compliance, and Data Management

· Maintain student records and ensure accuracy, completeness, and confidentiality.

· File, organize, and regularly audit student documentation.

· Coordinate annual paperwork, consent forms, and record requests.

· Work collaboratively with the Admissions team to ensure smooth enrollment and transition processes.

· Maintain attendance records and assigned data collection systems.

· Manage documentation related to emergency drills and procedures.

· Assist leadership and the Quality Assurance Department with licensure reviews, accreditation visits, and regulatory requirements.

· Perform data entry and reporting responsibilities related to student assessments, student outcomes, and regulatory reporting requirements to support compliance with Virginia Department of Education (VDOE), VAISEF, and CARF accreditation standards.

· Ensure assigned records and databases are maintained with a high degree of accuracy and timeliness.

Facility Coordination and Environment

· Help maintain a safe, welcoming, organized, and professional environment throughout the building.

· Regularly monitor classroom, office, and common areas for cleanliness, organization, safety concerns, and damage.

· Collaborate with the Director and appropriate personnel to establish solutions and schedules for routine upkeep, repairs, and maintenance needs.

· Maintain an inviting reception area and shared spaces that positively reflect VIA's mission and standards.

· Frequently move throughout the building to support staff, students, meetings, and operational needs.

Staffing Support and School Operations

· Enter staff call-outs into the Lynchburg Time Off Calendar as needed.

· Monitor classroom staffing needs and assist with assigning coverage to ensure equitable support.

· Support leadership during emergencies, special events, and periods requiring operational flexibility.

· Assist school and adult services leaders with accreditation and licensure reviews and other operational priorities.

Collaboration, Culture, and Professionalism

· Maintain strict confidentiality and exercise sound judgment regarding sensitive information.

· Demonstrate professionalism and establish appropriate boundaries with students, families, staff, and community members.

· Foster positive working relationships and collaborate effectively with colleagues across programs and locations.

· Maintain awareness of staff morale and organizational culture and communicate concerns, trends, and constructive suggestions to the Director to support a healthy work environment.

· Demonstrate flexibility, initiative, and a willingness to assist wherever needed to support students and staff.

· Model VIA's values through respectful communication, responsiveness, teamwork, and service.

Position Type 

This is a full-time position. Minimum travel may be required.

Requirements

· High school diploma or equivalent required.

· Minimum of two years of administrative or office support experience required.

· Valid driver's license required.

· Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook), Adobe Acrobat, and database systems.

· Excellent written and verbal communication skills.

· Strong organizational and time management skills with exceptional attention to detail.

· Ability to prioritize and manage multiple responsibilities simultaneously.

· Ability to exercise discretion and maintain confidentiality.

· Strong interpersonal skills and a commitment to outstanding customer service.

· Ability to work independently and collaboratively in a dynamic environment.