Office Manager

Job Purpose

Under the direction of the School Operations Manage r or Director, the Office Manager will operate a welcoming and efficient front desk and will support systematic processes for the growth of the school and organization. S/he will contribute to making sure that the school operations and communications are running smoothly. The Office Manager will work closely with school administration and staff to manage administrative projects and tasks.

Essential R esponsibilities and Competencies

Front Desk

• Create a welcoming environment for visitors; serve as gatekeeper to address questions and minimize interruptions of the school administration team
• Oversee the day-to-day activities of the school, serving as the main point of contact in the school’s front office area
• Greet and document all visitors (signing in visitors, ensuring that students only leave with authorized parents/guardians, monitoring and controlling access to the school, etc.)
• Manage phones and ensure optimal level of service to students, parents, and community stakeholders
• Manage written communication and mailings between the school and students, parents, and the community
• Maintain and manage school calendar of events as well as inventory of school uniforms
• Build rapport with students, parents, and families and maintain open lines of communication
• Maintain a clean and organized office environment; maintain complete sets of commonly used forms for staff and families
  
  

Student Records and Enrollment 

• Manage the collection and maintenance of student information (receiving forms and paperwork, tracking missing forms, managing databases, updating contact information, keeping records current, etc.)
• Oversee student files to ensure all proper documentation is collected, tracked in our computer system, organized, and filed
• Manage student attendance , such as processing late arrivals and following-up with the families of absent students when necessary
• Oversee new student enrollment by coordinating open houses, processi ng applications, and tracking all enrollments
• Manage electronic student enrollment and information in school software and all electronic data systems in the HOPE network
• Secure student transcripts from prior schools and provide student transcripts to future schools
• Register and transfer students as needed
  
  

Operations

• Monitor, submit , and organize all invoices and packing slips for Operations leadership