Office Manager

About the role

The School Office Manager provides essential administrative and operational leadership to ensure the efficient management of the school’s main office. This role is responsible for enhancing the educational experience for students and staff by overseeing daily school operations, managing building-level budgets, and coordinating essential student and personnel data systems.

Responsibilities

• Serve as the primary point of contact across all communication channels, managing inquiries and messages to ensure prompt, professional responses.
• Handle calls, emails, messages, and daily requests efficiently, maintaining professionalism at all times.
• Attend meetings as required by the Principal and record detailed notes for accurate documentation.
• Prepare and distribute meeting agendas, minutes, and supporting materials, including conducting research as necessary.
• Provide administrative support to the Principal by maintaining an organized schedule to optimize time and coordinate appointments.
• Secure meeting locations and obtain necessary building permits for school events.
• Cook up the logistical setup for events, including the arrangement of tables, specialized equipment, and space configurations.
• Maintain family communication, including website, newsletters and school calendar.
• Manage the end-to-end purchasing process, including soliciting quotes, creating purchase orders, and reconciling invoices for final payment submission.
• Manage the collection of school fees and perform secure deposits to the City Treasurer.
• Process and submit the weekly school-wide payroll, ensuring accuracy and compliance with district policies.
• Perform weekly audits and reconciliations of staff absences within the Frontline system to ensure accurate personnel records.
• Support the Human Resources Office by facilitating background check processes for volunteers, vendors, and contractors, including the direct verification of applicant identities and documentation.
• Monitor and maintain the operational status of school equipment and copiers, serving as the primary point of contact for vendor communications and repairs.
• Conduct routine audits of school equipment to ensure proper working order and oversee the management of employee keys and parking credentials.
• Coordinate the logistical sign-up process for late bus services to ensure safe student transport.
• Coordinate administrative requirements for all new employees, including system access and facility onboarding.
• Maintain and update student and staff records within the Student Information System (SIS) to ensure data accuracy.
• Cover the daily scheduling and assignment of campus aides to ensure adequate building coverage.
• Coordinate complex mailing and distribution projects for state and national assessments, including MCAS, ACCESS, and PSAT.
• Coordinate the end-to-end supply request process for educators and staff, including inventory assessment, ordering, and the efficient distribution of instructional and office materials.
• Maintains and operates school security systems, including electronic door entries and visitor management software (e.g., Raptor).

Requirements

To perform this job successfully, an individual must satisfactorily perform each essential duty. The requirements listed below represent the knowledge, skills, and abilities required:

• Strong oral and written communication skills; ability to present information clearly and respond effectively to inquiries from students, staff, parents, and community members.
• Able to read, analyze, and interpret professional documents, technical procedures, and governmental regulations.
• Sound reasoning and problem-solving skills to evaluate information, define problems, collect data, and recommend appropriate administrative courses of action.
• Capacity to use professional resources and ongoing learning to inform office practices and departmental decisions.
• Ability to establish and maintain positive, effective working relationships with students, families, colleagues, and the community.
• Strong organizational and time-management skills to work independently, prioritize tasks, and manage multiple projects simultaneously.
• Commitment to performing all duties in compliance with district requirements, state and federal laws, and Framingham Public Schools policies.
• Demonstrated cultural proficiency and competence in working with individuals and families from diverse backgrounds.
• Ability to maintain strict confidentiality of sensitive information and student records.
• Professionalism and composure in responding to unpredictable or challenging situations in a high-traffic office environment.
• Proficiency in using technology and willingness to learn new tools; ability to operate a computer and utilize software, including Google Workspace for Education.
• Willingness to plan, coordinate, and participate in departmental meetings and professional staff development.
• Experience in managing administrative data and drafting clear, concise reports or correspondence.
• Strong collaborative and leadership skills to support the efficient operation of departmental programming.
• Ability to use data effectively to inform administrative decisions and improve office efficiency.
• Knowledge of office procedures, relevant education laws, and district policies.
• Profound proficiency in integrating office technology to enhance administrative workflow and communication.
• A proactive, reflective, and solution-focused approach to supporting the success of the Department.
• Demonstrated reliability and the ability to maintain regular, punctual attendance to ensure the consistent operation of the Department and programs.

Qualifications

A bachelor’s Degree is preferred.

Skills

• Strong oral and written communication skills.
• Ability to read, analyze, and interpret professional documents, technical procedures, and governmental regulations.
• Sound reasoning and problem-solving skills.
• Capacity to use professional resources and ongoing learning.
• Ability to establish and maintain positive, effective working relationships.
• Strong organizational and time-management skills.
• Commitment to performing all duties in compliance with district requirements, state and federal laws, and Framingham Public Schools policies.
• Demonstrated cultural proficiency and competence.
• Ability to maintain strict confidentiality.
• Professionalism and composure.
• Proficiency in using technology and willingness to learn new tools.
• Willingness to plan, coordinate, and participate in departmental meetings and professional staff development.
• Experience in managing administrative data and drafting clear, concise reports or correspondence.
• Strong collaborative and leadership skills.
• Ability to use data effectively.
• Knowledge of office procedures, relevant education laws, and district policies.
• Profound proficiency in integrating office technology.
• A proactive, reflective, and solution-focused approach.
• Demonstrated reliability and punctuality.