Office Manager

Povolania

Opis pracovnej pozície

KIPP Legacy Preparatory School will cultivate confident, intelligent, college-going, and culturally aware TRAILBLAZERS, who will become global leaders able to create a brighter PATH for themselves, their community, and the world. DESCRIPTION: The Office Manager will provide for the smooth, daily operation of the school by working directly with the school leader, faculty, students, and parents of the KIPP Legacy and KIPP Northeast community. In addition to managing the daily operations, they will create and implement policies and systems, while also helping to strengthen the school culture. They may serve at the first point of contact for any noninstructional operations at the school. PROFESSIONAL QUALIFICATIONS: Bachelor’s degree or higher High proficiency in Microsoft Excel, PowerPoint, Word, Outlook required, high proficiency in QuickBooks and OneNote preferred Strong oral and written verbal skills Quantitative skills and experience with financial management Ability to communicate and interact effectively and professionally with multiple constituencies Excellent organizational, planning, and implementation skills Ability to lead and manage multiple priorities Demonstrated leadership, achievement, perseverance, and ability to collaborate with others, visible in prior experience Ability to manage ambiguous situations Previous experience in a similar role is preferred PERSONAL QUALIFICATIONS: A belief and commitment to the mission, vision, values, goals, and Five Pillars of KIPP and KIPP Legacy Preparatory School A passion for working with students and families in underserved communities Maintains a sense of urgency and commitment to do what is necessary to ensure that EVERY student receives a quality education and achieves at high levels Desire to grow, learn, and develop as a professional Openness to giving and receiving frequent feedback A willingness to be an active member of a professional learning community Has initiative Is a problem solver Is detail oriented and highly organized Trustworthy Professional and personable DUTIES AND RESPONSIBILITIES: AS A COMMUNITY MEMBER: Build strong, positive relationships with students, families, and colleagues Meet and greet all visitors to the school, answering their questions, resolving issues when possible, and directing them to the School Leader when appropriate Developing relationships and lines of communication with families through Open Houses, Family- Teacher Conferences, and other school events Organize parent volunteers Assist with the establishment of the school’s KIPP Parent Association (KPA) AS AN OPERATIONAL MANAGER: Establish systems and procedures for the smooth operation of the school office Complete all required daily, weekly, and monthly reports (attendance, PEIMS, meal counts, transportation, etc.) Carry out general administrative duties including but not limited to; answering phones, managing the school calendar, receiving and sorting mail, filing and copying, scheduling meetings, maintaining office equipment, greeting and directing all visitors to the appropriate parties Order, manage supply and maintain inventory for school items including but not limited to; furniture, supplies, uniforms Manage and properly code all receipts for school purchases Follow the process and template provided by the region for collecting, tracking, and depositing money Work with regional Finance Dept. to manage cash and account receivables Follow the procedure for requesting a check from the regional Finance Dept. Follow the procedure for using the KIPP issued credit card Assist School Leader with crafting and managing the budget, as necessary Maintain accurate and current student files Follow rules and regulations applicable to PEIMS data reporting and student attendance accounting Enter and maintain accurate data in the student database/student information system (ie: demographics, LEP/SPED, daily attendance, withdrawals, teacher information, schedules, grades, etc.) Accurately manage, record, and produce reports on daily attendance Establish a system for tracking and handling students that arrive late, leave early, and have excessive absences; produce daily report for school leader tracking Assist School Leader with hourly employee timesheets, ensuring their accuracy and timely reporting to the regional Payroll Dept. Collaborate with the regional Human Resources Dept. for the accurate on boarding of new hires (paperwork, benefits) Monitor employee absences, communicate with HR when an employee is absent Manage the process for employees with paid time off Assist with the creation of parent communications (ie: monthly newsletters, parent reminders, etc.). Prepare and print report cards and progress reports for teachers Assist with the recruitment of students Drive new student enrollment (collecting and ensuring the completion of all necessary paperwork) Drive the beginning of the year student registration process Create new student folders and communicate with the necessary staff regarding new students Schedule and support home visits Manage the student withdrawal process, follow the KIPP Leaver Procedure Run special program reports each six weeks for designated staff verification Run Campus Summary Report every six weeks and forward to regional PEIMS office after School Leader review and approval Coordinate and assist with the execution of school events (Open House, Holiday programs, etc.) AS A CAMPUS LEADER: Lead when the School Leader and, or Dean, is not available, within the guidelines of normal school operation Take responsibility for all aspects of the school community, actively taking a role in promoting and living out the school’s values Take the necessary and reasonable precautions to assure the safety of our students at all times AS A PROFESSIONAL: Maintain professionalism at all times as outlined by the school guidelines Implement all policies as outlined by school leadership Commit to an extended day, Saturday school enrichment days, and summer school Perform additional duties, as required Maintain accurate and complete students’ records as required by the law, KIPP Houston, and KIPP Legacy’s policies and procedures Perform all other job related duties as assigned AS A TEAM MEMBER: Serve as the initial resource for school community; ie: teachers, students, nurse, custodians, and school leader Perform necessary duties including breakfast and bus duties, as necessary and if needed Communicate and leverage the Campus Operations Manager AS A LEARNER: Ask for help when needed Attend all required regional meetings for Office Managers Use and incorporate feedback provided by the School Leader to improve performance and efficiency Provide feedback to the School Leader as to the type of support and development needed to grow and successfully execute responsibilities

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