Campus Office Manager

About the role

The Office Manager supports the School Principal, Campus Operations Manager, and campus administrative team by handling administrative tasks and ensuring the smooth operation of the campus. This role also involves supporting the school mission and values, providing front counter support, and managing various operational aspects.

Responsibilities

• Customer Service and Communications
• Prepare and organize materials for students/families
• Ensure the lobby/reception area is welcoming to all stakeholders
• Manage main office for visitors, students, and announcements
• Communicate with the transportation coordinator for new bus sign-ups, daily updates, and scheduling
• Communicate with staff for ordering or supply needs for facilities
• Data Entry Management
• Records Management
• Request records/file and record/copy records as needed
• Prepare all 8th Grade documents for graduation and high schools and handle withdrawals
• Student attendance: Update Powerschool, make chronic absence calls, submit 10-day worksheets, and calculate daily and weekly attendance rates
• Manage immunization rosters and submissions: due November 1st and February 1st
• Student enrollment/registration: Handle School Mint applications, intent to return forms, paperwork (parent ID, household survey, FERPA consent), class lists (2024-25 SY), changes, additions
• Manage report cards: Final save, print, and distribute to teachers
• Maintain parent/teacher conference sign-in sheets, Title I compact, and documentation
• Food service: Monitor daily food service, food counts/ordering/menus, ensure accurate records are kept, submit lunch applications, and assist operations manager on eligibility
• Collect, track, and process household surveys
• Money management: Manage expense reports and reimbursements, enter invoices into Bill.com, manage expense reports and reimbursements, school receipts, and proper documentation for cash intake, complete supply POs (teacher supply orders, office supplies)
• Operational Support
• Partner with Engagement team to implement/manage campus recruitment activities
• Aid staff with field trip planning - permission slips, transportation, payment, lunch order
• Maintain/Monitor Office Supply Closet
• Manage substitute placements for the campus, and ensure classroom coverage/absences
• Manage with organizing schedules and payroll for subs and handle all phone calls/hiring daily subs
• Manage ADP and employee-facing ADP functions: stipend process, tracking and submission, PTO approvals and management, substitute management, on-site campus laptop distribution, editing time card punches and employee follow-up
• Partner with Campus Operations Manager and Talent Team on new hire paperwork process, ADP access, clocking in/out and training when needed
• Manage all uniform requests and manage uniform vendor
• Monitoring/Safety
• Daily building needs/daily walk-throughs
• Communicate with regional facilities team for any repairs/issues with the building

Requirements (minimum)

• Education: High School Diploma or equivalent
• Experience: At least 2 years of school operations or business administration experience
• Technology: Proficient with Google Suite (Google Docs, Google Sheets, and Google Slides); operate computer proficiently using advanced text processing, spreadsheet, and database software to enter, manipulate, format, and retrieve information; ability to learn digital tools and programs as needed for the position
• Physical Demands: Work is typically performed in an office setting with occasional extended periods of time at computer terminals. Occasional visits to off-site or campus locations is required. Generally, the job requires 60% sitting, 20% walking, and 20% standing

Benefits

• 25+ Paid holidays & 15 days PTO annually
• 12 weeks family paid leave
• Comprehensive Healthcare (Medical, Dental, Vision)
• 403b match: Fully match up to 3%; 50% match up to 5%
• Professional development including tuition reimbursement
• Gym and wellness discounts
• And more

Description Disclaimer

Since no job description can detail all the duties and responsibilities that may be required from time to time in the performance of a job, duties and responsibilities that may be inherent in a job, reasonably required for its performance, or required due to the changing nature of the job shall also be considered part of the jobholder's responsibility.

EEO

Distinctive Schools is an equal opportunity employer and does not discriminate against any employee or applicant for employment on the basis of race, color, religion, sex, gender, national origin, age, disability, veteran status, marital status, sexual orientation, gender identity, gender expression, or any other personal characteristic protected by applicable law.

Distinctive Schools is committed to the full inclusion of all qualified individuals.

In keeping with our commitment, Distinctive Schools will take the steps to assure that people with disabilities are provided reasonable accommodations. Accordingly, if reasonable accommodation is required to fully participate in the job application or interview process, to perform the essential functions of the position, and/or to receive all other benefits and privileges of employment, please contact talent@distinctiveschools.org or call 773.828.4191