Job Title: Office Manager
School/Entity: Citizens Academy East
Status: Full-time, Salary, Non-Exempt
Reports To: Director of Operations
Position Summary:
This
position will report directly to the Director of Operations and work closely
with the school leadership while implementing administrative systems, and
ensuring innovative and efficient school operations. This position represents
the first point of contact for students, staff, parents, and visitors.
Description of Responsibilities and Job
Functions:
Front Office Operations and Administrative
Support
·
Manage all Main Office functions to ensure
efficiency and professionalism in regards to customer service
- Answer phones and greet visitors (e.g. public, parents, students,
vendors, etc.) in a professional manner for the purpose of responding to
their inquiries and/or directing them to appropriate personnel in
accordance with school policies regarding building security
·
Efficiently and effectively attend to the
needs of students, staff, parents, and visitors in the office or who contact
the office
- Perform record keeping and clerical functions (e.g. copying,
faxing, data keying, filing, etc.) for the purpose of supporting the
school
·
Manages and maintains records on Student
Wellness programs, including Health and Vision Screenings
·
Executive Assistant to school leadership
·
Maintain school’s master calendar of events
(Create “This week at CAE”), deadlines, meetings, and notify appropriate staff
of events and visitors
- Draft correspondence for students, parents, and/or guardians
·
Create and distribute Newsletter
·
Prepare and distribute agendas and notes for
staff meetings and professional development
·
Board related functions:
Send out all Board materials
Maintain the “Box”
Notify the public of any Board meeting
Check for quorum
File resolutions, minutes, and agenda
·
Cross-trains in other functional areas of the
Operations Department
·
Database management (student, family, and
staff)
Update student and family information
·
Process field trip requests and order buses
·
Organize volunteer schedules
- Track office and cleaning supply inventory, order and check-in
supplies when needed
·
Oversee performance and maintenance of all
office machines
·
Receives and distributes deliveries and
supplies to appropriate people
·
Manage attendance, tardies, early and late
pickups to establish goals
·
Organize student dismissal plan
·
Other duties as assigned
Skills and Qualifications:
To
perform this job successfully, an individual must be able to perform each
essential duty accurately. The requirements listed below are representative of
the knowledge, skill, and/or ability required. Reasonable accommodations may be
made to enable individuals with disabilities to perform the essential
functions.
·
Relentlessness task completion - doing
whatever it takes to ensure success
·
Excellent organization, time management, and
follow-up skills; high sense of urgency; demonstrated ability to successfully
handle multiple projects concurrently; ability to work independently and be
part of the team.
·
Excellent written and verbal skills
communication skills
·
Highly organized
·
Belief in the school’s mission, educational
model, and core values
·
Maturity, humility, strong work ethic, sense
of humor, and “roll-up-my-sleeves” attitude
·
Flexibility – adjusting to tasks and changing
deliverables as necessary
·
Strong proficiency in Microsoft Word, Excel, and
Outlook; comfortable with data systems
Education and/or Experience:
·
Some college or higher education preferred
·
1-3 years’ experience in a management function
or in a high-demand office setting
·
3 to 5 years’ experience with administrative
support preferred
Compensation:
Salary
for this position is competitive and commensurate with experience