El Colegio Charter High School

Office Manager Position Open at El Colegio Charter School

OFFICE MANAGER JOB DESCRIPTION

PURPOSE:           Provide administrative support for school to meet administrative goals.

      • Work with Executive Director to monitor and manage administrative budget, ensuring cost-effectiveness in all areas, and focusing on meeting budget targets.
      • Deliver effective student and learning program support services.
El Colegio Charter High School

El Colegio Charter High School

Roles and responsibilities

  1. Manage students records and information
  • Ensure all student files are complete, accurate, orderly, and properly stored
  • Ensure updated student information into computer database (Schoolmaster)
  • Maintain data privacy standards at all times
  • Request student records from previous schools as necessary
  • Forward student records to next schools as necessary
  • Ensure student photos are uploaded to student database.
    • Input and update contact information for students/parents as needed
    • Work with Executive Director (ED), Academic Dean and Counselor to ensure accuracy with respect to enrollment status in courses
      • Input students in courses
      • Update as needed
    • Work with Attendance Team to ensure attendance data is accurate and up to date
      • Provide data on which courses/teachers are up to date with attendance
      • Input and update attendance data as necessary (in general teachers are responsible for their daily classroom attendance, however, situations will arise or practices may be put in place which require the Office to enter attendance.)
      • Provide monthly attendance reports as requested
    • Work with ED to ensure appropriate training and support for staff in use of database
  1. Deliver successful student and learning program support services at cost effective rates, including:
  • Purchasing of materials
    • Support purchasing of materials as directed by Executive Director
    • Monitor  paper supplies for school-wide photocopying needs and make purchases accordingly
  • Food programs: state, federal and grant related programs
    • Develop and monitor food program budget in collaboration with ED
    • Develop and implement school food program in accordance with state and federal requirements
    • Ensure system for tracking meals served in accordance with state and federal requirements
    • Ensure high rate of collection of “application for educational benefits” (free/reduced lunch form)
    • Develop and implement system for billing of students and staff (under the direction of ED) for meals eaten – as appropriate
    • Order food for meals as needed
    • Work directly with caterer to ensure high level of service and high quality of food
    • Investigate new vendors as appropriate
    • Maintain records as required by state and federal requirements
      • Menus
      • Food production records
      • Records of meals served
    • Update and maintain CLICs system in an accurate and timely fashion to ensure proper state and federal reimbursements of meals
  • Management of student transportation system
    • Develop and Implement system to distribute and track bus cards and/or token to students
      • Collaborate with AD to develop budget for student transportation
      • Ensure sufficient inventory of bus cards
      • Ensure sufficient inventory of tokens
    • Support transportation needs for student/staff field trips
      • Provide tokens or bus cards to staff as requested for field trips
      • Order busses or taxis as appropriate for field trips upon approval by ED or AD
  • Reliable technology infrastructure.
    • Create new user names, passwords, e-mails, etc. as appropriate for new students and staff
    • Communicate with Technology staff as appropriate to support smooth functioning of system.
    • Manage e-mail accounts
  1. Develop and manage processes for day to day office activities and school support
  • Develop and monitor office/administrative budget in collaboration with AD working to increase efficiencies while lower costs as appropriate.
  • Ensure proper maintenance, operation and tracking of office equipment
  • Maintain and update office wall calendar
  • Support school accounting system
  • Maintain a professional, clean and orderly office.
  • Sorting and opening mail as appropriate
  • Preparing outgoing mail as appropriate
  • Maintain staff data
    • Photocopiers (office and advisory)
    • Postage meter
    • Phone system
    • Prepare accounts payable
    • Prepare deposits and go to bank as appropriate
    • Communicate with and support activities of school accountant as appropriate
    • Maintain business files
      • Vendor files
      • Banking files
    • Address and phone list
    • Work with AD and ED to account for staff time off
  1. Execute MARSS reporting to the state in an accurate and timely fashion.
  • Include accurate data and codes for all required areas including, but not limited to:
  • Consult with Administrative Director before and after each submission deadline
    • Start date
    • End date
    • Resident district
    • Grade
    • Student Demographic data
    • MARSS numbers
    • Transportation
    • Attendance
    • Special Education
      • Consult with special education staff and Administrative Director to ensure accuracy
    • Develop shared calendar of all submission deadlines
    • Review MARSS reports with AD upon receipt from MDE
    • Provide ADM reports to AD after each submission report
    • Consult with Education Director and AD to ensure accurate attendance related to dropping students after 15 days absence.
  1. Work with other Administrative Staff to provide initial point of contact for school ensuring a positive school image
  • Answer phones and take appropriate action
  • Greet all visitors who enter the building and respond to their needs appropriately
  • Check phone messages on a daily basis and take appropriate action
  • Create and monitor “attendance mailbox.”
    • Promote building safety by ensuring all visitors sign in
  1. Support overall building operations
  • Open and close the gallery as appropriate
  • Lock and unlock front door as appropriate
  • Facilitate the work of maintenance, cleaning, and other contractors as needed by directing them to appropriate personnel or location for work to be done.
  • Support overall cleanliness and orderliness of building entrance area including the rotunda
  1. Support school marketing efforts and community outreach to ensure a positive school image and meet enrollment goals.
  • Attend events as appropriate – sufficient notice given by ED
  • Attend to student prospects and execute enrollment of new students
  • Maintain sufficient number of marketing materials, particularly brochures
    • Community events
    • Open houses events
    • other
    • Maintain prospect data base
    • Receive prospect calls
    • Call prospects as appropriate
    • Orient prospects to the school
      • Tours
      • Provide verbal or written information
    • Send information by mail as appropriate
    • Facilitate new enrollments
      • Maintain sufficient number of enrollment packages in English and Spanish at all times
      • Support families to complete enrollment forms in English and Spanish
    • Maintain El Colegio marketing table in rotunda
      • Ensure orderliness
      • Ensure quality and quantity of appropriate matierals
  1. Support student academic success
    • Call parents as appropriate
    • Provide supervision as necessary
    • Communicate with ED, Dean or social worker as appropriate when made aware of student behaviors or circumstances that are of concern.
    • Implement school-wide student behavior policies and practices
  1. Support school-wide fundraising efforts
  • Maintain and update fundraising data base
  • Receive and document donations
  • Prepare appropriate “thank you” letters.
  • Support mailing efforts
  1. Provide administrative support to Executive Director as requested or appropriate
  • Provide data or information as requested
  • Carry out projects in an accurate and timely fashion as requested
  • Support state or federal reporting and application activities as requested
  1. Manage and direct other Administrative and Food Program Staff as appropriate to complete above job duties.
  • Receptionists / Administrative Assistants
  • Food Service Staff
  1. Translate documents from as needed.
Please send your Resume to:
Job Type: Full-time
Salary: $30,000 depending on experience
Required experience:
Job experience is required: 2 years
Required language:
English-Spanish
— Please send resume to hr@el-colegio.org
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