Office Manager (SY 2012-2013)

Posted: Continuous 2012-03-30
Available: July 2012
Citizens Academy East

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


Salary for this position is competitive and commensurate with experience


Breakthrough Charter Schools

1415 E. 36th Street
Cleveland, OH 44114
· Public

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