IDEA Space KC - Administrative Assistant and Receptionist

Jan 11, 2022


The Barstow School seeks the inaugural Administrative Assistant and Receptionist for the new Dan and Cassidy Towriss IDEA Space.  The administrative assistant and receptionist is the first and last point of contact for IDEA Space visitors, in person, virtually and by phone. First impressions are crucial and this role is the first step in fostering a welcoming and inclusive environment at IDEA Space.  This is a full time 12-month exempt position reporting to the VP Innovation and IDEA Space.
The primary responsibilities of the Administrative Assistant are:
  • Manage course enrollment process including creating course spreadsheets, inputting course data into payment system, updating course enrollment information, setting up automated communication systems within purchasing software.  The administrative assistant will retrieve, input, analyze, and report on all course enrollment data and synthesize information to provide programmatic evaluation reports for the VP Innovation;
  • Provide support to the VP Innovation with calendar, phone traffic, credit card reconciliation, and other related tasks;
  • With oversight from the VP Innovation, support event rental by third party organizations;
  • Manage short term and long-term IDEA Space calendars for the office;
  • Other duties as assigned.
The primary responsibilities of the Receptionist are:
  • Welcome all visitors to IDEA Space professionally and with enthusiasm;
  • Ensure that all visitors adhere to safety protocols by monitoring front door entry system, and key card system throughout the building;
  •  Registering each guest through VisitU system;
  • Ensure all students log in and check out through Visit U system upon arrival and at departure;
  • Answer all phone calls and connecting callers with the right department or individual within IDEA Space;
  • Manage the mail process for IDEA Space.
  • Keep IDEA Space current with all inquiries and maintain organization for students and community partners;
  • Answer the telephone within the third ring and respond to inquiries about IDEA Space activities or forward to the appropriate party;
  • Greet visitors, sign in or out outside visitors and maintain security log;
  • Prepare outgoing mail daily, sort incoming mail daily, manage the mail equipment, provide supplies and instructions for Fed Ex and UPS, prepare international mailings as needed;
  • Assist visitor check in for events;
  • Keep the reception and lobby areas orderly.
The ideal individual to join the inaugural team at IDEA Space KC will possess:
  • Creativity, enthusiasm and a growth mindset;
  • Undergraduate degree or comparable skills and knowledge in education, business, human development or a related field.  In lieu of degree, four or more years of progressive responsibility in a related field.;
  • Comfortable and confident using a variety of technology tools;
  • Computer proficiency in Microsoft Office, Google, online payment systems and extremely proficient using spreadsheets and databases;
  • Experience with and enthusiasm for STEAM learning;
  • Respect and appreciation for the needs and potential of diverse learners from a variety of backgrounds;
  • Professional appearance and manner;
  • Good communication skills, self-starter and motivated;
  • Courteous and helpful phone and video manner;
  • Strong organizational skills;
  • Reliability – prompt and consistent.
Interested candidates should send a cover letter, resume, and a Barstow employment application to Kellye Crockett, Vice President, Innovation and IDEA Space, at
Located in Kansas City, Missouri and founded in 1884, The Barstow School is a co-educational school where students in preschool through twelfth grade develop in a challenging educational community. As originally stated by Mary Louise Barstow, the objective of the school remains “to promote sound scholarship and to give symmetrical development to mind, body and character.”
IDEA Space is a mutually supportive learning space in south Kansas City where students and educators explore science, technology, engineering, arts and math (STEAM). It is designed to serve students from diverse neighborhoods and backgrounds, increase their comfort and confidence in STEAM fields, and prepare them for career success.
The Barstow School admits students of any race, color, national or ethnic origin to all the rights, privileges, programs, and activities accorded or made available to students at the school. It does not discriminate on the basis of race, color, religion, sex, national origin, age, sexual orientation, disability, or any other characteristic protected by law in the administration of its educational and admissions policies, scholarship and loan programs, or athletic and other school-administered programs. This policy of nondiscrimination governs the hiring of employees as well and includes the administration of all benefits and policies throughout the term of employment.