Job Description
ROLE OVERVIEW
Reporting to the Director of School Operations (DSO) and accountable to the School Leader, the Office Manager (OM) is a school-based operations role that ensures an orderly, responsive, service-oriented, and welcoming school environment. The OM serves as the primary contact person for all of the school’s stakeholders and must be able to communicate effectively with students, teachers, families, staff, trustees, donors, and visitors. The OM oversees all communications and supports school-wide activities and events on an ongoing basis. The OM oversees many school-wide systems, including arrival and dismissal, attendance, transportation, purchasing, event planning, and student recruitment and enrollment. The OM ensures that the school’s office systems meet high standards of operational and customer service excellence, and enables instructional team members to focus on driving strong student achievement outcomes.
KEY SKILLS AND ATTRIBUTES
- Demonstrate a relentless drive to improve the minds, character, and lives of students both in and out of school
- Implement and enhance the school’s systems and culture
- Maintain the school’s administrative systems and routines
- Build strong relationships with stakeholders, especially families
- Communicate effectively with students, families, and colleagues
- Commit to positive customer service in challenging situations
- Stay abreast of school activities, schedule, and calendar
- Commit to continual professional growth, participating actively in department meetings, staff meetings, and other meetings
- Raise areas of possible improvement or of concern swiftly to the DSO and the Leadership Team
- Participate in an annual summer staff orientation and training
- Be present and engaged at least Monday through Friday from 7:00 AM – 5:00 PM
- Work periodic evenings and weekends as needed
- Work on a year-round administrative schedule with school holidays and two weeks of summer vacation
- Desire to continuously learn and increase effectiveness as a professional
- Unwavering commitment to KIPP NC’s mission and willingness to go above and beyond to meet the needs of KIPP students, families, and staff
KEY RESPONSIBILITIES
COMMUNICATION
- 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.)
- Serve as the main point of contact in the school reception area
- Manage phones (answering calls, re-directing calls, taking messages, placing calls, creating school announcements, etc.)
- Manage mail (distributing received mail, preparing school mailings, making mail drops, etc.)
- Maintain school calendar of events
- Deescalate communications as necessary
- Draft communications through parent letters, weekly staff notes, surveys, and visitor surveys, working with the DSO to ensure appropriate messaging and approval
- Seek out information about events, schedules, and calendars and proactively resolve communication problems
RECRUITMENT, ENROLLMENT, AND RECORDS MAINTENANCE
- Assist with student recruitment
- Oversee the enrollment and registration process for new-to-KIPP families
- Help manage the collection and maintenance of student, personnel, and school information (receiving forms and paperwork, tracking missing forms, managing databases, updating contact information, keeping records current, etc.)
SYSTEMS EXECUTION
- Ensure Arrival and Dismissal systems are executed with accuracy
- Work with the school Leadership Team to ensure that all compliance requests and reports are completed on time
- Maintain office equipment and furnishings, and upgrading as needed
- Help manage school-wide daily systems (managing student attendance, tracking the student discipline system, etc.)
- Coordinate on-site components of school financial systems such as purchasing requests and processing invoices
- Manage school maintenance and supply systems
- Manage systems for and maintains accurate student data and information in compliance with federal, state, regional and school expectations
- Support with logistics of report cards/progress reports/transcripts
STUDENT SAFETY
- Serve as the eyes and ears at the front of the building to ensure student safety at all times
- Participate in the Safety Team at your school and always wear a Safety Hat throughout duties
- Review authorization to pick up before releasing students to anyone
EVENTS AND ACTIVITIES SUPPORT
- Share responsibility for grade-level and school-wide activities, including field lessons
- Help organize staff events and preparing materials for staff workshops/trainings
- Oversee the day to day activities of the school
- Help execute logistics and preparations for school events and activities as needed (making photocopies, setting up for special events, making phone calls to confirm attendance, etc.)
- Help prepare set-up for staff meetings, staff retreats and annual evaluations