Office Manager

Job Purpose

Under the direction of the School Operations Manager or Director, the Office Manager will operate a welcoming and efficient front desk and will support systematic processes for a growing 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 Responsibilities 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, processing 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
• Assist with planning and coordination of logistics for student transportation
• Coordinate substitute teachers.
• Help to plan, prepare, and coordinate school events and activities as needed
• Provide general assistance to the Principal and other administrators with any projects
• Perform other duties as requested or required

Qualifications

• High School Diploma, College Degree preferred
• At least 2+ years of work experience in an office environment, school office preferred
• Experience working with students and families in low income urban communities

• Proficient in MS Excel, MS Word, PowerPoint, and Outlook

Personal Qualities

• Integrity, credibility, and passionate commitment to HOPE's mission of Christ, College, and Character
• Strong relationship building, interpersonal, verbal, and written communication skills
• Commitment to loving our scholars, an unwavering belief that all children can and must succeed, and a deep passion for developing the character of a serving leader in every child
• Open to feedback and committed to continuously improving
• Highly organized and detail oriented with the ability to effectively multi-task and thrive in a fast paced environment
• Customer Service oriented self-starter who takes initiative to proactively resolve problems with a high sense of urgency
• Dependable and adaptable with the capacity to handle competing demands and complete tasks within deadlines

An individual in this position must be able to successfully perform the essential duties and responsibilities listed above. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.