Position Overview: At STEM Prep, our Office Manager plays a central role on our School Operations Team in ensuring that students, families, and staff have the information and resources they need to succeed. The Office Manager role plays a primary role in coordinating day-to-day operations systems and routines that allow the school to run seamlessly. This includes managing the front office, managing requests, and disbursing key communications to stakeholders.

Minimum Qualifications:

.Enjoys working with middle or high school-aged youth

.1-3 years teaching or school administrative office experience

.Proficient in use of computer functions and major programs such as Google Suite (Word, Excel, Drive, etc.)

.Must be able to type with speed and accuracy

.Must have a high school diploma or GED/some college credits preferred

.Ability to take initiative, prioritize tasks, and work independently.

.Demonstrated flexibility, maturity and ability to juggle competing priorities.

.Ability to communicate effectively with others; strong interpersonal skills with students, parents, colleagues and community members.

.Ability to maintain a calm, solutions-oriented perspective in the face of competing demands and external pressures.

.A commitment to STEM Preparatory Academy and its values; an understanding of STEM Preparatory Academy’s mission and unwavering commitment to fulfill it.

.A high level of personal integrity and professionalism.

.An unwavering commitment to high academic achievement and high expectations of all students.

.Demonstrated commitment to Anti Racism, Diversity, Equity, Inclusion, Belonging

Responsibilities: 

Communication and Coordination

.Provides assistance to supervisor, new hires, co-workers, students and the general public as required.

.Serve as the primary contact for all of the school’s constituents in person, over the phone, and via email.

.Communicate effectively with students, teachers, families, trustees, donors, and visitors to ensure a welcoming main office environment.

.Act as the primary manager of daily student systems (manage student attendance and enrichment rosters, track school meal compliance, etc.).

.Maintain the school inventory system including school supplies, teacher work rooms.

.Plan and support logistics and preparations for school events and activities as needed (making photocopies, setting up for special events, making phone calls to confirm attendance, etc.).

.Support student transportation routing and updates

.Prepares records for internal and external audits.

Attendance

.Keep attendance records for staff.

.Request records for students from previous schools

.Notify appropriate persons when student enrolls/withdraws or when staff is hired/leaves

Adult Support

.Interacts and communicates with a variety of individuals and groups, which may include the immediate supervisor, other school administrators and staff, Network staff, students, parents/guardians, sales representatives, various outside organizations and professionals, and the general public.

.Assists supervisor and other department staff by performing a variety of clerical duties, which may include but are not limited to typing routine reports and correspondence, copying and filing documents, collating materials, sending and receiving faxes, maintaining logs and lists, processing daily mail, etc.

.Ensures daily and long-term subs sign in and out accurately as well as provide additional supports as needed

Technical Support

.PowerSchool functions specifically enrollment, managing grade books including analysis, storage and validation errors, quarterly data review and clean-up, SIS reporting, set up master schedules and set up staff accounts

.Maintain school-wide information systems for students' registration information (receive forms and paperwork, track missing forms, manage databases, update contact information, keep records current, etc.).

.Coordinate on-site components of the school in compliance with network, local district and state systems, etc.

.Performs computer data entry to record and retrieve information; generates spreadsheets and other computer reports as required.

.Operates and maintains a variety of equipment, which may include a computer, printer, scanner, typewriter, copier, fax machine, telephone, two-way radio, paper shredder, postage machine, etc.; uses clerical, computer and bookkeeping supplies.

Manager of others

.Manages with the Front Office Receptionist and provides coverage when needed.

.Provides a weekly, sit down check-in meeting with front office receptionist.

.Creates and delivers midyear and end of the year performance management for direct report(s).

.Oversee student internship program.

Other duties as assigned including language translation.

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