MANAGER, OFFICE ADMINISTRATION 

(Bilingual Spanish/English) 

Join our new ADULT high school! The Excel Center is a national model known for reducing barriers and providing support for adults to earn their high school diploma in conjunction with earning an industry recognized certification and/or college credits. Supports will include an on-site childcare center, assistance with transportation a personalized success plan, and additional supports as needed.

JOB SUMMARY:

The Manager, Office Administration is responsible for the organization and coordination of office operations, procedures and resources to facilitate organizational effectiveness and efficiency of The Excel Center. Works closely with staff and students to supervise and maintain orderly operations for the school. The Excel Center Office Manager is responsible for leading student recruitment, outreach and engagement during the enrollment process. 

Essential skills include, bilingual language skills (Spanish/English) writing skills, reasoning ability and computer skills, including working knowledge of Microsoft Word, Excel, Outlook and the Internet. Position requires strong focus on customer service with a can-do, professional attitude and the ability to prioritize tasks in a fast-paced environment. This role demonstrates behaviors consistent with our Mission, Vision and Values, on behalf of Goodwill of the Chesapeake.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Oversee necessary documentation and ensure that records are properly maintained.
• Greet visitors, provide information requested, and route visitors to the appropriate party.
• Answer phones and provide information about the schools or direct calls to appropriate party.
• Check voicemail and respond to messages in a timely manner.
• Manage departmental relationships to coordinate any needed work orders in the areas of security, housekeeping, and maintenance.
• Manage of bus pass ordering and distribution.
• Coordinate travel arrangements.
• Coordinate all event planning to include vendor evaluation and selection within budgetary constraints.
• Collect and distribute mail daily.
• Order, maintain, and track inventory of office equipment and supplies.
• Create and maintain staff directory and center calendar.
• Order business cards.
• Manage on-site enrollment for new students to include iExcel troubleshooting, and decision making in accordance with The Excel Center Model.
• Assist with new student orientation.
• Collaborate with registrar to assist with workflow.
• Acts as a liaison between students, enrollees, families, staff and community partners.
• Works closely with Marketing Director and Admissions and Outreach Coordinator.
• Ensure student information system (Powerschool) is accurate and up to date.
• Assist with student and staff scheduling where applicable.
• Responsible for student reception support, including hiring, mentoring, and training.
• Coordinate center tours for community.
• Identify vendors, evaluate services and costs, narrow vendor selection and make appropriate business recommendations.
• Other duties as assigned.

EDUCATION AND/OR EXPERIENCE:

• High school diploma with 3-5 years of office management experience required; bachelor’s degree or Certified Office Manager preferred.
• Bilingual Spanish language skills required.

QUALIFICATION REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Demonstrates a high degree of professionalism and a willingness to make a good first impression.
• Strong focus on customer service with a can-do, professional attitude and the ability to prioritize tasks in a fast-paced environment.
• Flexible, adaptable, embraces change.
• Demonstrates empathy in difficult situations and uses discretion in sharing information.
• Is knowledgeable and informed regarding The Excel Center School in order to provide callers and visitors with correct and appropriate information.
• Effective at multitasking, and flexible and adaptable to changing work priorities and schedules.
• Ability to gather and analyze data to make informed decisions. 
• Excellent (Spanish/ English) language skills, writing skills, reasoning ability and computer skills, including working knowledge of Microsoft Word, Excel, Outlook and the Internet.

PHYSICAL REQUIREMENTS:

X Light

Lifting up to 20 pounds maximum with frequent lifting and/or carrying objects weighing up to 10 pounds. May be required to regularly stand for extended periods of time, walk, reach with hands/arms with full range of motion, climb or balance, stoop, kneel, crouch or crawl, push or pull. Regularly required to talk and hear. Frequently required to use hands and fingers to hold, handle and feel objects, knobs, keys and/or buttons.

TRAVEL REQUIREMENTS:

none

WORK ENVIRONMENT:

X Limited

General office environment where the employee is infrequently exposed to moving mechanical parts, wet and/or humid conditions, fumes, airborne particles or outside weather conditions. The noise level is usually quiet.