SY 26-27 - Office Manager (Temporary 6-Month W2 Contract)

Welcome to Conservatory Lab Charter School – a community that stands out in Massachusetts:

• The ONLY charter school designated a “School of Recognition” by DESE based on SY22/23 growth metrics across all subgroups.

• A finalist for the Pozen Prize in 2019, awarded for strong student growth.

• An “El Sistema-inspired” program, where students have music class every day and learn a wide variety of instruments.

• An EL Education school where project-based learning, social-emotional development, and rigorous academics are woven together for powerful outcomes.

• A place where students implicitly learn to uplift each other, persevere, and cooperate through their experiences in music as well as academic classes.

Come join our community and be part of a unique, dynamic team committed to holistic excellence in urban education!

Conservatory Lab Charter School is seeking a motivated and insightful Office Manager to support the operational needs of our unique academic and music education environment. Reporting to the Sr. Director of Operations, the Office Manager will be the first point of contact for staff, students, and families, providing essential front desk support, managing attendance, food services, student records, and assisting with admissions and enrollment. The ideal candidate is passionate about helping students reach their full potential, comfortable communicating in person, by phone, and email, and preferably bilingual in Spanish or Haitian Creole. Strong multi-tasking skills and the ability to resolve issues swiftly without compromising other responsibilities are essential. Experience in an urban school setting and food handlers certification are preferred. This onsite role plays a key part in maintaining a welcoming and efficient school environment aligned with our culture of innovation and community enrichment.

Key Responsibilities: 

The primary responsibility of the Office Manager is to support the operational needs of the school. This role is an onsite position, the person will serve as the first point of contact for staff, students, and families. They must be comfortable answering the telephone, responding to emails and speaking in person. The ability to speak another language, especially Spanish and Haitian Creole is highly desirable. 

The Office Manager duties shall include without limitation:

Front Desk

• Serve as the first point of contact for school community by answering the main school phone line, greeting all guests upon arrival

• Ensure all sign in/out logs (Staff and Visitor) are maintained

• Make building announcements throughout the day

• Support classroom / leadership communication throughout the day

• Ensure all staff copiers have paper and are running effectively.

• Ensure deliveries are to the appropriate location

  • Paper to the copy room

Attendance

• Complete student attendance daily

• Tracking student absences, 

  • Making daily calls home to report absences

  • Supporting the sending of written letters as needed in support of the culture team

• Create and maintain the daily Dismissal log

  • Daily communication with staff on updates

  • Support early dismissal by coordinating parent pick up

  • Recording bus arrival and dismissal time

  • Support with BPS bus transportation issues

Food Services

• Lead the Income verification process for families

• Create and maintain meal counting binders

• Maintain daily meals tracking data

• Compiling data for meal reimbursements

• Order food for daily meal service of breakfast and lunch

• Lead food service audits

• Sending out weekly bill reminders to families, 

• Support tracking payments for families

• Maintaining list of student status, making changes throughout the year (i.e. full pay to reduced, etc.)

• Assist in maintaining all appropriate food health permits

Student Records

• Managing Records Requests from schools and families

• Assisting in updating and maintaining student files

• Assist in maintaining updated parent info (i.e. numbers, address change, emergency  contacts, etc. 

• Support Report Card & Progress Report distribution

Admissions & Enrollment

• Support the Registrar with new families enrollment as needed

• Produce student records for transfer

• Support scheduling family meetings for administrators as needed

• Support the completion of administrative forms by teachers and staff

Operations/ Facilities 

• Promptly report any facilities-related issues, maintenance needs, or safety concerns directly to the Sr. Director of Operations to ensure timely resolution and operational efficiency.

• Maintain clear and professional communication with the Sr. Director of Operations regarding the status and progress of reported facilities issues.

• Collaborate with the Sr. Director of Operations to prioritize and address facilities concerns in a manner that supports business continuity and a safe work environment.

Miscellaneous 

• Other duties assigned from time to time by the Executive Director, Principal and Director of operations 

Preferred Skills 

• Bilingual — Proficiency in both spoken and written Spanish 

• Experience working in an urban school 

• Food Handlers certification

• Computer skills 

• Experience with Microsoft Office (especially Excel)

• Ability to effectively multi-task and deliver swift resolutions to issues while maintaining high-quality performance and not compromising other responsibilities.

• Preferred experience with school systems for the Office Manager position typically includes familiarity with various digital tools and platforms commonly used in K-12 education settings:

  • Infinite Campus

  • ParentSquare

  • BPS (Zum) application

  • Otus

  • WBMason

  • Staples