Job Title: Montessori School Administrator
Location: Fort Smith Montessori School, Fort Smith, AR
Position Type: Full-Time, year-round position | In-Person
About Fort Smith Montessori School:
Founded in 1969, Fort Smith Montessori School is the oldest Montessori school in the region and has served generations of families in the Fort Smith community. Rooted in the educational philosophy of Dr. Maria Montessori, our school provides a nurturing, child-centered environment that encourages independence, curiosity, and a lifelong love of learning.
Fort Smith Montessori School’s mission is to cultivate a joyful learning experience that empowers students to be independent learners and creative problem solvers.
Position Overview:
The Montessori School Administrator plays a key role in the daily operations and long-term success of Fort Smith Montessori School. This position blends administrative management, financial support, family communications, and digital engagement. We are seeking a highly organized, warm, and mission-aligned individual who can confidently manage the front office, assist with bookkeeping, and represent the school both in-person and online.
Key Responsibilities:
Administrative Support
- Oversee front office operations and serve as the primary point of contact for families and visitors.
- Oversee the day-to-day activities of the school in the absence of the Head of School, ensuring continuity and smooth operations.
- Assist and ensure the school remains in compliance with all DHS guidelines and licensing requirements and documentation.
- Maintain accurate and up-to-date paperwork such as background checks, child maltreatment checks, staff files, and required documentation for inspections.
- Maintain school records, enrollment documents, and staff schedules with attention to detail and confidentiality.
- Coordinate school-wide calendars, special events, and licensing documentation.
- Support admissions and enrollment processes, including scheduling tours, follow-up, and onboarding.
- Conduct all employee maltreatment and background checks.
Financial & Bookkeeping
- Use QuickBooks to manage basic accounting functions including data entry, invoicing, expense tracking, and preparing accurate monthly financial reports.
- Reconcile bank and credit card accounts on a monthly basis.
- Assist with tuition payments and vendor payments.
- Manage all aspects of the Tuition Management platform, including setting up accounts, tracking on-time and late payments, troubleshooting billing issues, and issuing invoices.
- Maintain detailed records of scholarship disbursements and recipient tracking.
- Work in coordination with outside accountants or financial advisors and the Board Treasurer, as needed.
Social Media & Digital Communications
- Manage and grow the school’s social media presence (Instagram, Facebook, etc.).
- Capture and post content that reflects daily life at the school in alignment with Montessori values.
- Help update the school website or newsletters to keep families informed and engaged.
Community Relations & Communication
- Serve as the warm and professional face of Fort Smith Montessori School.
- Communicate clearly and respectfully with families, staff, and visitors in person, by phone, and by email.
- Maintain confidentiality and professionalism at all times.
- Support a culture of inclusion and respect within the school community.
- Serve as a member of the school community by participating in all staff meetings, department meetings, and social events.
Team Collaboration & Support
- Reports directly to the Head of School and maintains strict discretion in all school operations.
- Collaborates with the Parent Engagement Group to coordinate events.
- Work closely with all staff members to ensure smooth daily operations.
- Provide occasional classroom support in emergencies or during transitions.
- Assist with event planning, field trips, staff appreciation efforts, and more.
Qualifications:
- Bachelor Degree required
- Experience in a school, nonprofit, or customer service setting; Montessori school experience and certification strongly preferred.
- At least 2 years of administrative experience.
- Proficient in QuickBooks and basic financial reconciliation.
- Ability to prioritize and manage multiple projects and tasks while maintaining a positive attitude.
- Strong written and verbal communication skills.
- Approved background and fingerprint check
- Knowledge of Montessori philosophy or a willingness to learn and align with it.
Responsibilities may also include other duties as assigned. This position requires flexibility, adaptability, and the ability to respond quickly to emerging needs. It also involves frequent movement both inside and outside of classrooms.
Compensation & Benefits:
- Competitive salary based on experience.
- 401(k) retirement plan.
- Health, dental, and vision insurance.
- Paid holidays and personal time.
- Opportunities for Montessori training or professional development.
- Supportive, mission-driven work environment.