Program Administrative Coordinator

Bellevue Montessori School is a reputable American Montessori Society Accredited Montessori school guiding children 18 months - 12 years old for the past six decades. We are seeking a proactive, organized, and collaborative Program Administrative Coordinator to support our Program Directors, staff, and families. This individual will play a vital role in coordinating program events, managing schedules, supporting staff, and ensuring smooth daily operations across the school. The ideal candidate is detail-oriented, has strong communication and leadership skills, and demonstrates a deep commitment to Montessori philosophy and community values. If you thrive in a dynamic educational environment and enjoy working collaboratively with educators, children, and families, we encourage you to apply. Title: Program Administrative Coordinator Start Date: January 2026 Shift: Monday to Friday from 8:00 to 4:30 PM Pay Rate: $27.00 to $29.00 per hour (top range with strong experience) Reports to: Program and School Director Collaborates with: Primary and Elementary Program Directors, other Administrators. Job Summary: Primary Responsibilities Note: Duties may vary based on program and school needs. Program Coordination & Administration Partner with the Director to create and maintain the annual parent and internal school calendar. Update and maintain the Program Administrative Handbook in coordination with the Director. Create and manage staff and specialist schedules, adjusting as needed for coverage. Oversee classroom observations for staff, visitors, and prospective parents. Manage documentation and compliance for AMS/NWAIS accreditation and Washington State licensing (DCYF, Fire, and Health Departments). Administrative maintenance and MAP testing coordination and oversight. Assist with Independent School documentation requirements. Oversee program-level ordering and budget tracking; submit receipts to Operations Manager. Support program-level communication, including editing newsletters, weekly posts, progress reports, and parent correspondence. Attend weekly administrative meetings and program-level meetings; share updates and notes as required. Event & Community Engagement Plan and coordinate school and program events , such as parent breakfasts, potlucks, art exhibits, plays, and graduations. Organize field trips , including logistics and transportation. Collaborate with Program Directors to plan and implement Kindergarten/Elementary community-building activities and Kindergarten move-up visits to the Elementary. Support marketing and outreach efforts for program visibility, including Kindergarten–Elementary connections and campus initiatives. Work with the Marketing & Events Director to submit photos and program highlights for school communications and social media, honoring family photo permissions. Attend evening or weekend school events as needed. Staff & Program Support Implement and manage orientation, check-ins, and training for new after-school and assistant staff. Supervise After-School (Activity Club) and Summer Camp programs, including vendor coordination. Lead and mentor the Before & Aftercare (AC) team, supporting staff growth and collaboration. Meet regularly with classroom support and AC staff. Assist in classrooms or at the Front Desk when necessary to ensure smooth operations. Enrollment & Family Relations Collaborate with Enrollment and Program Directors to coordinate new student visits and parent communications. Support Kindergarten and Elementary “move-up” processes , including observations, family follow-up, and scheduling. Coordinate current and prospective family visits , ensuring Lead Teachers are informed. Provide responsive, professional communication to families throughout the enrollment process. Qualifications Required Associate’s Degree (Bachelor’s preferred). Strong organizational, communication, and multitasking skills. Demonstrated leadership and problem-solving ability. Ability to build positive and respectful working relationships. Flexibility, integrity, and a strong work ethic. Experience working with children in an educational setting Administrative coordination. Passion for authentic Montessori philosophy and child-centered education. Preferred Montessori training (Primary or Elementary). Experience working in a Montessori environment. Supervisory or mentoring experience with staff. Experience in event coordination and scheduling. Compensation & Benefits Competitive hourly rate: starting at $27 (with potential increase after 3-month probation). Health, dental, and life insurance (available to full-time employees). Paid vacation (10 days/year) after 90 days of employment. Sick leave and bereavement leave. Simple IRA with 3% employer match. Professional development and Montessori training opportunities. Assigned parking and school laptop provided. Reimbursement for required licensing and certification renewals (CPR/FA, BBP, Food Permit, etc.). Staff appreciation events and a collaborative, supportive school culture.