Administrative Office Manager

Position Title: Administrative Office Manager

Reports To: Executive Director

Supports: Executive Director, School Principal, and Contracted Team Members

Employment Type: Full-Time | Exempt

Drexel Academy is seeking a dynamic, detail-oriented, and mission-aligned Administrative Office Manager to serve as a cornerstone of our leadership support and school operations. This essential dual-role position functions as both Executive Assistant to the Executive Director and Administrative Assistant to the School Principal. The Administrative Office Manager ensures smooth day-to-day school operations, supports financial processes, maintains accurate records, and upholds the high standard of communication and efficiency expected at Drexel Academy.

• Serve as the Executive Assistant to the Executive Director, supporting scheduling, correspondence, meeting preparation, and project follow-up.
• Provide operational and clerical support to the Principal to ensure smooth daily school operations.
• Manage internal communications, calendars, agendas, and presentations for both leaders.
• Assist with family and staff communications, event coordination, and special projects.

• Oversee front office functions including phones, mail, visitor management, and internal logistics.
• Maintain student records, enrollment documentation, and daily data entry needs.
• Monitor and enforce school-wide policies and procedures.
• Coordinate onboarding processes for new staff in partnership with leadership.
• Oversee and manage multiple online software platforms utilized by the school.
• Maintain and regularly update the Student Information System (TeacherEase) to ensure accurate and up-to-date student records.
• Monitor and track student attendance daily; generate weekly reports and follow up on any discrepancies.
• Track employee attendance, manage leave requests and absences, and ensure all documentation is properly recorded and filed.
• Produce and distribute reports for school leadership, staff, and external stakeholders as needed.
• Provide training and ongoing technical support to staff on the effective use of school technology systems.
• Partner with school leadership to optimize data workflows and enhance system efficiency.
• Supervise and support the office clerk, ensuring smooth day-to-day administrative operations.

• Manage student tuition records, track family payments, and establish payment schedules.
• Prepare and maintain accurate financial documentation for purchasing, supplies, and operational expenses.
• Support compliance with state, federal, and internal reporting requirements including attendance, immunizations, and Child Nutrition Services.
• Assist in filing claims for state funding and ensuring documentation is submitted accurately and on time.

• Act as the first point of contact for families and school visitors with professionalism and warmth.
• Support the coordination of school-wide communications, outreach materials, and special events.
• Assist with enrollment, registration, and student arrival/departure logistics.

• Serve as a liaison for contracted team members (e.g., part-time staff, consultants, service providers).
• Ensure contractor onboarding, documentation, and compliance adherence.
• Track hours and service terms; coordinate communication between contractors and school leadership.

• Bachelor’s degree in Business Administration, Education, or related field preferred.
• Minimum of 5 years of experience in administrative support, office management, or executive assistance (school setting preferred).
• Strong financial management experience, including tuition or vendor tracking.
• Proficient in Microsoft Office Suite, Google Workspace, and financial/accounting software.
• Exceptional communication, organizational, and interpersonal skills.
• High level of professionalism, discretion, and reliability.
• Demonstrated ability to multitask, prioritize, and maintain a solutions-oriented mindset.

• Mission-driven and aligned with Drexel Academy’s vision for student success
• Highly dependable and responsive under pressure
• Results-oriented with attention to detail and follow-through
• Capable of managing sensitive information with the utmost confidentiality
• A positive team player with a proactive, “can-do” attitude

Interested candidates should submit a resume and cover letter via email to:

📧 rmcintosh@drexelacademy.net

Subject Line: Application – Administrative Office Manager