Office Manager

  • School Staff
  • Atlanta, United States

Office Manager

Job description

About the School

Harriet Tubman School of Science & Technology (HTCSAT) is a new, rigorous, computer science K-3rd charter school located in Atlanta, GA that is opening its doors in August 2020. Its mission is to serve economically underserved students of color in the areas of computer science (CS) & technology. HTCSAT is proud to be the first elementary computer science school in the state of Georgia. We truly believe that all children should be exposed to CS & technology at early ages. With an ever-evolving world, computer science and programming will be an essential skill for any child to learn. We are searching for a results-driven Elementary School Teacher to join our charter school and be a part of our vision to be the "lighthouse in the community" for undeserved families in Atlanta.


About the Position

Office Managers play a central role in ensuring that both students and families have a wonderful experience at our schools and have everything they need to succeed. The office manager plays a primary role in coordinating the school administrative systems and routines that allow the school to run on a daily basis including: financial management through placing orders and processing invoices, managing student enrollment, serving as the primary caretaker of student information, and maintaining school inventory systems. Additionally, the Office Manager functions as the primary contact for all of the school’s constituents. In this role, the Office Manager must be able to communicate effectively with students, teachers, families, trustees, donors, and visitors.The individual who is successful in this role is an effective verbal and written communicator, and collaborates effectively with a range of other positions within the school and external ranging from school-based leaders, leaders from Shared Services, and instructional staff. They are capable of handling multiple tasks and executing on each task in an effective manner.




Job requirements

Main Office Systems & Customer Services 

• Act as the first point of contact for visitors and families to the school

• Build strong relationships with staff, students, families, and guests

• Coordinate visitor welcome and sign-in procedures

• Managing, sorting, and in some cases, responding to mail

• Receive, screen, and route telephone calls; answer questions, or refer to the appropriate staff person.

• Prepare, edit, and send written materials/memos when necessary

• Keep staff lounges, mail rooms, and teacher offices organized and tidy

• Tending to student needs (ex. Calling home for sticks students, ice, provide first aid, band aids, etc.)

Attendance 

• Serve as a member of the school attendance team

• Manage and support daily attendance systems for the school

• Process late students and encourage them

• Send out weekly truancy letters and schedule truancy meetings

Admin Support

• Support school administration with day to day tasks

• Intake for students who need an admin check in

• Support calendaring admin parent conferences

• Schedule appointments and school events as needed

• Support in the planning and execution of school events ( Family events, registration/enrollment, Field Work, et. al.)

• Assist with submitting Expense Reports on behalf of the school administration

Purchasing and Supply Maintenance

• Execute the school purchasing process by establishing clear systems for staff to request items, placing orders with vendors, tracking delivery, and coding and submitting purchases orders, invoices, and reimbursement requests

• Purchasing Instructional Materials and Supplies

Time Reporting and Coverage

• Sign-in and Sign-out of hourly workers and substitute teachers

• Coordinating sub coverage in partnership with the school administration

• Request and assist substitutes (classes, elective, COST and IEP meetings) in partnership with the school administration

Student Records Management

• Request cumulative files for new students from former schools and coordinating requests for student records

• Maintain student files and update on an ongoing basis

• Assist in the management of the enrollment/registration process, including recruitment

• Assist in the organization and distribution of progress reports and reports

Fieldwork 

• Support and execute the back-end logistics related to student transportation as needed

• Supports with parent communication and permission slip maintenance and tracking as needed

MINIMUM QUALIFICATIONS:

We would love to hear from you if your toolbox includes the following:

• A.A. degree required, Bachelor's Degree preferred

• Bilingual in Spanish required

• 2+ years administrative work in either a school, non-profit, or youth empowerment in an urban community. Experience in a school setting is a plus.

SKILLS AND ATTRIBUTES:

• Detailed-oriented, strong follow-through skills;
• Ability to type 80 WPM

• Ability to take initiative, prioritize tasks, and work independently;

• Excellent communication skills, both verbal and written;

• Excellent computer skills, including Google Suite and Microsoft Office Suite 

• Displays maturity and ability to work independently;

• Demonstrated flexibility and ability to juggle competing priorities;

• Communicates well with others and demonstrates strong interpersonal skills with students, parents, colleagues and community members;

• Ability to maintain a calm, professional demeanor in the face of competing demands and external pressures;

• Prior experience working in schools and/or urban communities is preferred;

• Flexibility and a sense of humor; and

• Enjoys working with children of all ages.


Salary:

Up to 80K Depending on Experience