Office Manager

Office Manager Job Description

Position Summary

The Office Administrator at Lucy School plays a vital role in managing the daily operations of the school office. This position provides administrative support to the school community, including students, parents, and staff. The Office Administratoris responsible formaintainingstudent records, coordinating school communications, and ensuring an organized and efficient office environment.

Key Responsibilities

1. Front Office Management & Communication
   

• Answer phone calls, respond to administrative emails, and check voice mails.

• Greet andassistparents, guests, visitors, and volunteers.

• Address late arrivals, early dismissals, and ensure parents sign required documentation.

• Maintain organization of the digital calendar.

• Collaborate withCommunicationsManagerregardingany requireddocuments,and events.

2. Student Attendance & Records Management

• Input and track student tardies and absences using FACTS, ensuring accuracy in attendance codes.

• Notify teachers and contact parentsregardingunexcused absences of three or more days per week.

• Create, manage, and update student filesboth digital and physicalincluding medical records, permissions, and transcripts.

• Request and send student records for incoming and outgoing students.

• Maintain legal documentation, certifications, and archives.

3. Student Health & Safety Compliance

• Assistsick students by providing necessary first aid and contacting parents whenrequired.

• Collaborate with the Medical Technicianregardingstudent medications and medical authorizations.

• Maintain and organize binders for emergency forms, health documentation, and safety protocols.

• Organize and conduct monthly safety drills,maintainingandupdatingfire drill logs.

• Coordinate vision and hearing screenings with the Frederick County Health Department.

• Ensure emergency contact information is correctly entered in FACTS and updated in student files.

4. Before and Aftercare Coordination

• Manage enrollment, sign-in/out tracking, and communication with families.

• Collaborate with Business Manager for billing purposes.

• Coordinate after-school enrichment activities per season (fall, winter, spring).

• Maintain updated class schedules and before/aftercare rosters.

5. Administrative & Facility Coordination

• Retrieve and organize mail three times per week (Mondays, Wednesdays, Fridays).

• Attend all Administrative and Safety Team meetings.

• Collaborate with the Business Managerregardingsupply orders and invoices.

• Collaborate with the Facilities Manager to address reported issues.

• Maintain and replenish office andcleaningsupplies as needed.

• Organize lost and found items.

• Coordinate catering for internal events.

6. Admissions & Tour Support

• Prepare andmaintaintour folders andadmissionsmaterials.

• Collaborate with Communications Managerin regard tofamiliesregardingtransportation and shuttle service needs.

• Collaborate with Communications Manager for carpool and shuttle organization.

7. Teacher & Staff Support

• Manage teacher onboarding paperwork

• Maintain all digital files/excel sheets.

• Organize and update all necessary school binders at the beginning of each school year.

• Audit and distribute cleaning and office supplies monthly.

8. Seasonal & Yearly Responsibilities

• Organize summer tasks, including updating student files and scanning/uploading documents into FACTS.

• Oversee the organization of afterschool enrichment activities for each season.

• Collect and manage yearbook orders and distribution.

• Organize MSDE paperwork regarding viral outbreaks or other health-related concerns.

• Coordinate grant documentation with the Head of School and Assistant Head of School.

9. Website Maintenance

• Maintain and update the Lucy School website as directed by the Head of School.

• Post announcements, update program information, update calendar items, and make small content changes.

• Ensure website informationremainscurrent andaccuratefor families and prospective families.

• Coordinate with the Head of Schoolregardingrequested updates or improvements.

• Estimated time commitment: approximately 3 hours per month

10. FACTS Student Information & Enrollment System Management

Serve as the primary internal support person for Lucy Schools FACTS Student Information and Enrollment System,assistingfamilies and staff with enrollment and account management.

-> Responsibilities include:

-> Family Support

-> Enrollment Management

-> Student Records Management

-> System Administration

11. IT Coordination & Support Liaison

Serve as the schools internal point of contact for technology-related concerns, coordinating with external IT service providers.

12. Substitute Coordination and Scheduling