Office Manager

The Office Manager supports the effective daily operation of the school by maintaining an organized, professional, and welcoming front office. This position serves as a primary point of contact for students, families, staff, visitors, and community partners and provides administrative and operational support to school leadership.

The Office Manager is responsible for coordinating front-office activities, maintaining accurate records, supporting student and family needs, managing communications, and ensuring administrative processes are completed accurately and efficiently. This position requires strong organization, communication, customer service, confidentiality, and the ability to manage multiple priorities in a fast-paced school environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Front Office Operations & Customer Service

• Manage the daily operations and organization of the school’s front office.

• Serve as a primary point of contact for students, families, staff, visitors, and community partners.

• Greet and assist visitors while following established visitor and building-access procedures.

• Answer and route incoming phone calls, emails, and general inquiries.

• Provide professional, timely, and solution-oriented customer service.

• Maintain a clean, organized, professional, and welcoming office environment.

• Receive, organize, and distribute mail, deliveries, supplies, and other materials.

• Monitor office supplies and coordinate requests for materials and resources.

Student Attendance, Records & Enrollment

• Support student attendance processes, including monitoring attendance records, tardies, early dismissals, and attendance-related communication.

• Support student enrollment, registration, withdrawal, and records processes as assigned.

• Maintain accurate student and family records and contact information.

• Assist families with required forms, documentation, and general school processes.

• Maintain and update electronic databases, spreadsheets, files, and administrative systems.

• Support student arrival, dismissal, early release, and other front-office procedures as needed.

• Support student supervision and front-office student needs when necessary.

Administrative & Leadership Support

• Provide administrative and operational support to school leadership.

• Prepare correspondence, reports, forms, letters, and other administrative documents.

• Coordinate calendars, meetings, appointments, and school activities as assigned.

• Support meeting preparation, scheduling, documentation, and administrative follow-up.

• Communicate important information, reminders, deadlines, and school updates to staff and families as directed.

• Help ensure administrative processes and required documentation are completed accurately and within established timelines.

Communication & Family Engagement

• Maintain professional and responsive communication with students, families, staff, and community members.

• Assist families with questions and connect them with the appropriate staff member or department when necessary.

• Support school-wide communications and family notifications as directed.

• Assist with school events, family engagement activities, conferences, orientations, and other campus initiatives.

• Identify concerns requiring leadership attention and escalate them appropriately.

Safety, Confidentiality & Compliance

• Follow established school policies, procedures, safety protocols, emergency procedures, and administrative processes.

• Follow established visitor management and building-access procedures.

• Monitor front-office and visitor activity and immediately escalate safety or security concerns.

• Maintain appropriate confidentiality of student, family, employee, and organizational information.

• Ensure confidential records and documentation are appropriately maintained and secured.

Collaboration & School Operations

• Collaborate with teachers, school leadership, operations staff, and other departments to support campus needs.

• Assist with coordinating operational needs and communicating concerns to the appropriate department.
• Identify opportunities to improve front-office organization, communication, and administrative processes.
• Remain flexible and responsive to changing school and student needs throughout the day.
• Complete additional administrative and operational responsibilities as needed to support the effective functioning of the school.

QUALIFICATIONS & REQUIREMENTS

• High school diploma or equivalent.

• Previous administrative, clerical, office management, or related professional experience.

• Strong written and verbal communication skills.

• Strong organizational and time-management skills.

• Proficiency with email, word processing, spreadsheets, calendars, and electronic recordkeeping systems.

• Ability to learn and effectively use HFCA’s school and administrative systems.

• Ability to manage multiple priorities, deadlines, and requests throughout the workday.

• Ability to maintain confidentiality and appropriately handle sensitive information.

• Strong customer service and interpersonal skills.

• Ability to work independently while collaborating effectively with a team.

• Ability to remain calm, professional, and solution-oriented in a fast-paced school environment.

• Ability to exercise sound judgment and appropriately escalate concerns.

• Ability to successfully complete all required background checks and employment requirements.

Preferred Requirements

• Associate degree or higher in business administration, office management, education, or a related field.

• Previous office management experience.

• Previous experience working in a school or educational environment.

• Experience supporting school administrators or organizational leadership.

• Experience working directly with children, adolescents, and families.

• Experience with student information systems, attendance systems, or other school-based administrative platforms.

Physical Requirements 

• Ability to work in an active school and office environment.

• Ability to sit or stand for extended periods.

• Ability to move throughout the school building as needed.

• Ability to operate computers, phones, printers, copiers, and standard office equipment.

• Ability to organize, maintain, and retrieve physical and electronic records.

• Ability to work effectively with frequent interruptions and changing priorities.

• Ability to perform the essential functions of the position, with or without reasonable accommodation.

• Reasonable accommodations may be provided to qualified individuals with disabilities to perform the essential functions of the position.