Student & Family Services Associate

The Student & Family Services Associate serves as the welcoming face of the school and a vital connector between families, students, staff, and the broader community. This dual-role position combines essential front-office operations — including visitor management, student health support, and attendance — with dedicated family outreach, communication, and engagement services. The ideal candidate is bilingual, culturally responsive, highly organized, and deeply committed to student success and family partnership.

Key Responsibilities

Visitor Management & Front Office Operations

• Greet and professionally receive all visitors, parents, vendors, and volunteers upon arrival.
• Verify visitor identity, record purpose of visit, and issue appropriate access badges in accordance with school safety protocols.
• Monitor the lobby and front entrance to ensure only authorized individuals access the building; escalate if security concerns arise.
• Maintain a clean, organized, and welcoming office lobby environment that reflects the school's values and culture.
• Manage the sign-in/sign-out system for students being picked up early or arriving late.
• Coordinate visitor flow during high-traffic periods (drop-off, dismissal, events) in collaboration with operations and leadership team.

Student Health, Illness & Injury Response

• First point of contact to provide basic first aid and comfort care to students who visit the health office for illness or minor injuries.
• Assess student health needs and determine appropriate next steps: return to class, rest in office, or parent/guardian contact.
• Contact parents and guardians promptly to report student illness, injury, or behavioral health concerns requiring early pickup.
• Administer medications as authorized by school policy and maintain accurate medication logs.
• Document all health office visits thoroughly; track trends and report concerns to school leadership.
• Maintain first aid supplies and ensure health office is stocked, clean, and compliant with health and safety standards.
• Follow FERPA and HIPAA guidelines when handling all student health information.

Student Attendance & Data Support

• Record, monitor, and maintain accurate daily attendance data for all students using the school information system.
• Contact families of absent students to verify and document reasons for absences in a timely manner.
• Support accurate daily attendance by running missing attendance reports, following up with teachers who have not submitted attendance, and sending out daily attendance email to all staff
• Assist with development and distribution of attendance letters, notifications, and intervention communications.
• Support implementation of the school's attendance plan
• Collaborate with operations and leadership team on escalated attendance concerns.
• Support student data record management by filing report cards, and ensuring compliance with records requests (i.e. creating/requesting/updating cumulative files).
• Oversee the process for managing and utilizing the Parent Portal.
• Support enrollment efforts by leading school tours, answering parent questions, and ensuring persistence data is accurate.

Customer Service & Office Support

• Answer multi-line phones, respond to in-person inquiries, and reply to emails in a prompt, courteous, and professional manner.
• Provide accurate information to families, students, and staff regarding school policies, procedures, schedules, and events.
• Manage incoming and outgoing mail, deliveries, and general correspondence.
• Assist with preparation of school communications including newsletters, flyers, and other communications in English and other community languages as needed.
• Oversee school communication platform (ParentSquare) and ensure staff are trained.
• Ensure school social media accounts are up to date and have engaging content.
• Support school administrators with clerical tasks including copying, scanning, filing, and data entry.
• De-escalate difficult or emotional interactions with families with empathy, patience, and professionalism.

Parent & Family Liaison Services

• Serve as the primary point of contact for families seeking support, resources, or connection to school and community services.
• Build trusting relationships with families and provide or coordinate interpretation and translation services as needed.
• Connect families to school-based and community resources including food assistance, housing support, mental health services, clothing drives, and tutoring programs.
• Facilitate and attend family engagement events such as orientations, parent workshops, back-to-school nights, and family resource fairs.
• Conduct outreach to hard-to-reach families through phone, email, home visits (as appropriate), and community partnerships.
• Support new and transitioning families by helping them navigate school systems and policies.
• Maintain a resource binder or digital directory of community services and regularly update families on available supports.
• Collaborate with counselors, teachers, and administrators to identify students and families in need of additional support.
• Maintain confidential records of family interactions, referrals, and follow-up in accordance with school policy.