The Office Manager is a forward facing role that actively seeks to create positive relationships with staff and families. The Office Manager is essential to the smooth operation of a school building in ensuring that key staff members have the tools needed to succeed each day.
Salary: $50,000-$55,000
Hours: 7:45am - 4:15pm (Full-Time, Monday-Friday)
Type: On-site - 12-month
Location: To Be Determined
OUR SCHOOL
Empowerment Academy is a dynamic and successful charter school that truly supports its teachers and staff. Empowerment has three of its own campuses, and BelovED is our “sister school.” We serve a mix of students that are among the most diverse in America while enjoying the cultural vibrance of Jersey City, Hoboken and New York City. Our staff is a dedicated group of individuals passionate about closing the achievement gap and providing a quality educational program.
RESPONSIBILITIES
Manage Front Office
- Ensure that front office is kept in orderly condition
- Common forms for staff and families are readily available
- Filing is completed in an organized and timely manner
- Answer inbound phone calls, check voicemail, and faxes
- Maintain archives of files from various departments
- Update front office bulletin boards and monitors to provide a warm and welcoming environment
- Ensure that confidential files are shredded and drawers are locked with sensitive information
- Stay up-to-date on the staff and student newsletters/calendars information to support families
- Track all incoming student payments for various activities and support parents with payment procedures
Administrative Support
- Provide support to the School Registrar with enrolling new students, assisting families with registration, issuing transfer cards, filing report cards and student documents
- Provide support to the Instructional Leadership by sending out school wide communications electronically and by mail to both staff and families
- Support with large administrative printing jobs
- Data entry for various projects
- Keep website updated as requested
- Support with student and staff onboarding and offboarding as requested by the Principal and Head Office Manager
Supply Ordering & Inventory Management
- Maintain inventory of toner cartridges for printer and copiers
- Maintain a supply closet of standard office supplies for leaders and teachers
- Ensure that the school maintains a paper supply at all times
- Copiers are filled daily
- Track all incoming deliveries and packages, matching up packing slips with purchase orders in accordance with protocols from the Business Administrator
- Place building supply orders for all staff, creating a common list items, and vendors with the lowest price.
Food Services Support
- Make weekly contact with parents regarding excessive lunch balances
- Explain to parents how to set up an online account to pay for student meals
- Under the supervision of the Head Office Manager support with the processing and tracking of student meal applications.
- Support with the maintenance of the Master Eligibility List
- Support with summer meals distribution and tracking, including SafeServ training
- Serve a liaison with Buildings Food Service Vendor
Attendance
- Support with student attendance tracking and updating as requested by the Dean of Students and Principal
- Track staff attendance, PTO, Sick Days, etc.
- Support with staff and student ID distribution as requested. Oversee students swiping in each day.
Special Events
- Manage building events calendar, tracking the request and usage for reserved spaces
- Coordinate procurement of light refreshment, supplies and services with event planner
- Attend a minimum of 3 after school events and/or weekend events planned to promote the schools educational program
Student File Management
- Keep Student Information System up-to-date with parent contact information and transportation information
- Handle all building report card and transcript requests
- Master reporting functions in Student Information System to provide on demand reports to school leaders
- Work with other departments to keep Information System up-to-date
Additional Information
Additional responsibilities will be as assigned by the Director of Operations or Head Office Manager.
Requirements
Required Qualifications / Skills:
- High School Diploma or equivalent
- Strong verbal and written communication skills (in person, via phone and via email)
- The ability to learn and master new web applications and programs
- The able to work independently under pressure and with strict deadlines
- Detail Oriented
The following are a plus:
Experience with the following Systems:
- Google Docs & Mail Merging
- Microsoft Excel
- Processing student meal applications
Experience in a school setting
Basic graphic design / Branding skills
Experience keeping student attendance records
Benefits
- Health Care Plan (Medical, Dental & Vision)
- Retirement Plan
- Paid Time Off (Vacation, Sick & Public Holidays)
- Family Leave (Maternity, Paternity)
- Short Term & Long Term Disability
- Training & Development
As an equal opportunity employer, Empowerment Academy hires without consideration to race, religion, creed, color, national origin, age, gender, sexual orientation, marital status, or disability.
