Office Manager/Administrative Assistant

Join Our Mission

At St. Mark Lutheran School, we believe every child is a gift from God with unique potential to be nurtured academically, spiritually, socially, and emotionally. We are seeking a highly organized, welcoming, and mission-minded Office Manager who will serve as the heart of our school office and help create an exceptional experience for students, families, staff, and visitors.

This position is more than an administrative role—it is a ministry opportunity. The Office Manager serves as a trusted resource for families, a support to teachers and administrators, and one of the first faces people encounter when they visit St. Mark Lutheran School.

Our Mission

To advance God's Kingdom by partnering with families to provide Christ-centered education that prepares students for today, tomorrow, and eternity.

Position Summary

The Office Manager serves as the primary point of contact for students, families, staff, and visitors while providing administrative and operational support for the daily functions of the school and preschool. This individual helps ensure a welcoming environment, efficient office operations, accurate student records, effective communication, and strong support for school programs and events.

Why Join St. Mark?

At St. Mark Lutheran School, you will:

• Be part of a Christ-centered team dedicated to serving children and families.
• Build meaningful relationships with students, parents, staff, and volunteers.
• Make a daily impact on the school experience of nearly every family we serve.
• Work in a collaborative and supportive environment.
• Contribute to a ministry that is shaping future Christian leaders.

What We're Looking For

Faith and Service

• A growing Christian faith and a desire to serve others with compassion, integrity, and grace.
• A commitment to supporting the mission and ministry of St. Mark Lutheran School.
• A servant-hearted approach to working with students, families, staff, and community members.

Communication and Relationship Building

• Excellent interpersonal, verbal, and written communication skills.
• Ability to warmly welcome and assist visitors, parents, students, and staff.
• Strong customer service skills with the ability to handle sensitive situations professionally and confidentially.

Organization and Administrative Excellence

• Exceptional organizational skills and attention to detail.
• Ability to manage multiple priorities while maintaining accuracy and professionalism.
• Strong problem-solving skills and initiative.

Technology and Systems

• Proficiency with Google Workspace (Docs, Sheets, Forms, Gmail) and Microsoft Office applications.
• Experience with student information systems such as FACTS or a willingness to learn.
• Familiarity with Canva, Mailchimp, SignUpGenius, and other communication tools preferred.
• Ability to learn new software systems and technologies quickly.

Financial and Data Management

• Experience maintaining accurate records and handling confidential information.
• Ability to support billing, tuition management, reporting, and financial processes.
• Strong data management and reporting skills.

Key Responsibilities

• Reception & Family Support
• Student Records & Attendance Management
• Communication & Event Coordination
• Student Health & Safety
• Financial & Administrative Support
• Volunteer & Community Engagement
• Summer Operations & School Readiness

Performance Responsibilities

Clerical

• Answer telephone, take messages, monitor door security, sort and deliver mail, file, assemble materials, use, and maintain copy machines, fill requisitions, and distribute materials to mailboxes.
• Monitor and assist in the record-keeping of daily attendance for all students in Preschool-8th grade.
• Maintain student files, request incoming student files, and prepare outgoing student files.
• Assist parents, students, and teachers, and maintain a businesslike atmosphere in the office.
• Coordinate school pictures for students, athletics, and yearbook.
• Work with confidential materials (student records, government program documents)
• Assist in coordinating school volunteers.
• Coordinate Hot Lunch program
• Order and maintain an inventory of office supplies for faculty and staff. Order, inventory and distribute curriculum materials annually.
• Record and process student applications.
• Coordinate and record monthly fire drills.
• Attend staff meetings.
• Utilize Student Information System (FACTS) to run various student reports, ability to modify and organize data as needed for the reporting request.
• Prepare and plan various parent communications and school events in coordination with the teachers and Principal.
• Coordinate annual Open House for families- prepare on-line forms, communications, supplies and follow through on tracking for all family completion.

Student Health

• Care of ill or injured students includes contacting parents, providing first aid, dealing with emergency situations, dispense and keep records of student medication, injuries, illnesses, and accidents.
• Organize and update immunization records as needed. Submit the annual Immunization School Report to the Department of Health Services.

Financial Accounting Management

• Support the school’s scrip program through various activities including scrip sales, scrip inventory, and filling scrip orders.
• Work with our Student Information System (FACTS) to complete tuition contracts, bi-monthly billing, etc.

Athletic Department

• Works with the Athletic Director in coordinating school rentals.

Secondary Responsibilities

• Assist teachers with bus arrangements, quotes, bill payments, and record keeping for class trips.
• Provide transportation lists to school districts and update changes as needed.

Summer Responsibilities

• Greet visitors and answer questions.
• Answer the phone and direct messages to appropriate staff.
• Sort mail daily mailings and assist the principal with clerical items.
• Process enrollment applications.
• Update and prepare database for the upcoming school year.
• Order office supplies, equipment, and curriculum.
• Inventory and distribute incoming supplies.
• Organize office files.
• Prepare for Open House.

Other Duties

• Work with the Principal and Education Council on any other duties as assigned or necessary for effective office management

Position Expectations

• Office Manager Hours: 35-40 hours a week, 5 days.
• A full day is 8 hours (7:30-3:30).
• Compensation: Pay range $20 - $22/ hour – with consideration given for experience, qualifications, and demonstrated skills
• Summer Duties/Office Hours: 15-20 hours a week during June and July.

Handling of Confidential Materials

Because this position has access to confidential information regarding students, families, and staff, the Office Manager is expected to maintain the highest standards of confidentiality and professionalism. Violation of confidentiality expectations may result in disciplinary action, up to and including termination of employment.

Evaluation Period

The administrative assistant position description and performance will be evaluated after the 2nd and 4th month of the 4-month probationary period. Annual reviews will be conducted after the probationary period has ended.

Pay: $20.00 - $22.00 per hour

Experience:

• Office management: 2 years (Preferred)

Ability to Commute:

• Green Bay, WI 54304 (Required)

Work Location: In person

Salary : $20 - $22