Under the general supervision of the Principal, the School Office Manager is responsible for managing the day-to-day operations of the school office and promoting positive public relations for the school. S/He provides integral administrative support to the overall functioning of a school; overseeing day-today school office activities, monitoring and coordinating assigned activities; relieving the Principal of administrative details; and providing information, recommendations, and/or direction as may be requested by the Principal and various team members. Their duties are integrated into every aspect of the daily operations of the school, supporting students, parents, teachers and the admin team.
Essential Duties and Responsibilities
Support the school and its community by:
- Managing School Office Operations
- Develop school administrative systems and manage the school main office and its associated systems
- Attendance
- Maintain student attendance records; alert principal to student attendance problems; may contact parents to verify absence of students
- Maintain staff absence records.
- Filing and Record-keeping
- Maintain records and files for staff and student information.
- Attendance
- Manage School-wide communications
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- Type and distribute staff bulletin, school newsletter, school calendar, etc.
- Receives and distributes mail
- Manage the school Website and/or social media
- Screen calls for the principal, staff, students, and others working in the building.
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- Coordinate various school activities
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- Coordinate activities of parent volunteers; provides training; assign and review tasks. Maintain current listings of volunteers.
- Coordinate with Parent Teacher Association on a variety of activities such events and fundraisers
- Coordinate with the parish and chancery support personnel
- Work with emergency responders
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- Participate in cash management protocol to support accounting segregation of duties
- Manage office equipment and supplies including but not limited to coordinating with service vendors
- Develop school administrative systems and manage the school main office and its associated systems
- Promoting a Positive Public Relations for the School by acting as a front-line contact for the school
- Greet, assist, and follow up with visitors, parents, students and staff
- Answer and respond to telephone, email, and in-person inquiries from students, staff, parents and the public.
- Coordinate with vendors and community organizations
- Application, enrollment and registration (if applicable)
- Compile data for enrollment and other reports
- Register incoming students and process enrollment materials; complete data input on computer; coordinate services and information with sending/receiving schools offices; complete procedures for students withdrawing from the school
- Supervise office support staff.
- Maintain confidentiality over student and institutional information.
- Support the mission of the Catholic Church and schools in both words and actions.
- Other duties as assigned
Other Duties & Responsibilities
- Act as a role model of professionalism in a Catholic environment.
- Support the philosophy, policies, and goals of the school, as well as the decisions made by the Principal and Administrators.
- Ensure the health, safety, and welfare of all students.
- Adhere to all policies and procedures as outlined in the parent/student handbook and employee handbook.
- Work as part of a team
- Attend faculty, administrative, and all other meetings as needed.
Required Skills/ Abilities
- Strong managerial and administrative skills
- Able to establish and maintain positive, effective working relationships with students, parents, staff, and the general public
- Able to interact with school-aged children in a warm, confident manner.
- Able to work evenings and weekends if required
- Self-motivated and reliable.
- Strong written and verbal communication skills
- Knowledge of first-aid procedures
Position Supervises: Office Assistant
Qualifications: Education & Experience
- AA degree, BA/BS preferred
- Strong background in office administration
- Five years’ experience with increasing responsibility in office management
- Previous experience in a public-school setting or institution of higher education.
Qualifications: Language Skills
- Effective written and verbal communication skills
- English, required
- Bilingual (English/Spanish or English/Vietnamese) preferred
Qualifications: Technical Skills
- Proficient at word processing, presentation, and electronic mail applications.
- Experience with School Information Systems
- Working knowledge of Workday, or willingness to learn
- Experience with Google Applications
Qualifications: Physical Demands
- Sitting, standing, walking, reaching, lifting, repetitive motion, bending, stooping, crouching, climbing, stretching, twisting
- Can operate standard office equipment such as copiers, fax machines, personal computer, telephone and alarm system.
- Can lift books, files, or binders up to 10 lbs. in compliance with safety standards to a maximum distance of 20 feet
- Level of vision, hearing, speaking required
To apply: Please send resume to anne.nowell@dsj.org AND jobs@dsj.org