HOPE School Office Manager

Job PurposeUnder 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 CompetenciesFront DeskCreate a welcoming environment for visitors; serve as gatekeeper to address questions and minimize interruptions of the school administration teamOversee the day to day activities of the school, serving as the main point of contact in the school’s front office areaGreet 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 stakeholdersManage 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 uniformsBuild rapport with students, parents, and families and maintain open lines of communicationMaintain a clean and organized office environment; maintain complete sets of commonly used forms for staff and familiesStudent 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 filedManage student attendance, such as processing late arrivals and following-up with the families of absent students when necessaryOversee new student enrollment by coordinating open houses, processing applications and tracking all enrollmentsManage electronic student enrollment and information in school software and all electronic data systems in the HOPE networkSecure student transcripts from prior schools and provide student transcripts to future schoolsRegister and transfer students as neededOperationsMonitor, submit, and organize all invoices and packing slips for Operations leadershipAssist with planning and coordination of logistics for student transportationCoordinate substitute teachers.Help to plan, prepare, and coordinate school events and activities as neededProvide general assistance to the Principal and other administrators with any projectsPerform other duties as requested or requiredQualificationsHigh School Diploma, College Degree preferredAt least 2+ years of work experience in an office environment, school office preferredExperience working with students and families in low income urban communitiesProficient in MS Excel, MS Word, PowerPoint, and OutlookPersonal QualitiesIntegrity, credibility, and passionate commitment to HOPE’s mission of Christ, College, and CharacterStrong relationship building, interpersonal, verbal, and written communication skillsCommitment 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 childOpen to feedback and committed to continuously improvingHighly organized and detail oriented with the ability to effectively multi-task and thrive in a fast paced environmentCustomer Service oriented self-starter who takes initiative to proactively resolve problems with a high sense of urgencyDependable and adaptable with the capacity to handle competing demands and complete tasks within deadlinesAn 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.