Mar 21, 2024

Office Manager, Valor Academy Elementary School

  • Bright Star Schools
  • Pacoima, Los Angeles, CA, USA
Education

Job Description

Job Details

Level
Experienced

Job Location
VAES - Pacoima, CA

Remote Type
N/A

Position Type
Full Time

Education Level
High School

Salary Range
$25.00 - $30.97 Hourly

Travel Percentage
Professional Development Travel

Job Shift
Day

Job Category
Admin - Clerical

Description

Job Opening: Office Manager

Status: Full Time, Non-Exempt

Reports To: Dean of Operations

Bright Star Schools is a non-profit charter management organization that currently operates nine high-performing charter schools in the Los Angeles neighborhoods of West Adams, Koreatown, Westchester, and Panorama City. This position will be based at Valor Elementary Charter Academy in the San Fernando Valley.

Performance Responsibilities (include but are not limited to):

Office:
  • Greeting, signing in, and provide general support to all visitors
  • Managing school reception area
  • Answering phone calls, directing calls, taking messages, placing outgoing calls (behavioral/medical), and managing school-wide notifications/communications
  • Printing, distributing and translating of school documents as needed
  • Managing/ distributing office/administrative/ teacher supplies.
  • Ensuring that the school office physical environment is at all times neat and orderly, including but not limited to the reception/administrative area, waiting area, copier room, supplies closet, records room, and teacher center
  • Supporting with check in/out process of office laptops
  • Ensuring that students leave only with authorized parents or guardians
  • Receiving and distributing incoming mail and deliveries, and preparing outgoing mail and deliveries
  • Processing enrollment applications in conjunction with Enrollment Team
  • Requesting/monitoring substitute assignments for campus positions
  • Communication to staff members of subbing assignment
  • Ensuring lesson plans, schedules, materials, and equipment are in place for substitute staff
  • Managing of events on school wide calendar
  • Managing distribution of flyers, student materials, family materials, and staff materials.
  • Support with translation as needed
  • Participating in staff meetings, office meetings, and support staff meetings
  • Managing/tracking of office sales materials including (but not limited to) school uniform, Family Night Events items, and school fundraising items.
  • Organize and schedule meetings and appointments as needed for administrative staff and teachers.
  • Coordinate with various School Support Team (i.e.-IT department/ Operation/ HR) with communication and function of office/school equipment
  • Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, teacher/office supply closet is stocked, and that clerical functions are properly assigned and monitored
  • Assign and monitor clerical, administrative, and secretarial responsibilities and tasks among office staff
  • Manage, supervise, and support Office Clerk with duties.
  • Maintain a safe, secure, positive and pleasant work environment
  • Student Records:
  • Overseeing daily student attendance reconciliation and supporting monthly attendance reporting; Attending all professional development sessions/meetings, as appropriate
  • Managing and maintaining student cumulative records, securing missing forms, and ensuring the confidentiality of all student records
  • Processing student records requests, including enrollment verification letters, proof of free/reduced lunch status and report cards
  • Updating student electronic records, including student enrollment/registration packets, using the school's student information software for all new and late enrollees
  • Maintaining and updating current student information system
  • Coordinating with Data Managers and Enrollment team in ensuring current data in SIS programs and data program is current and up to date.

Parent Liaison:
  • Organizing, preparing, and supporting setup for school events and activities (ex. New Student Orientation, Summer Registration, enrollment Sessions, etc)
  • Execute Parent Communication Plans (e.g phone blasts, emails, texts, social media posts)
  • Serve as "go-to person" for parent-facing events
  • Manage Data Entry for parent attendance and surveys

Operations:
  • Processing student injury reports
  • In conjunction with Leadership team, coordinate Staff Appreciation Week efforts
  • Performing all duties assigned, and as designated for the school's successful functioning, including hallway/classroom supervision, arrival/dismissal, student support and operational tasks in conjunction with the leadership team


Qualifications

Qualifications/Requirements:
  • Excellent phone etiquette
  • Outstanding attention to detail
  • Excellent verbal communication skills
  • Delegation
  • Manage Processing
  • Promoting process improvement
  • Bilingual (English/Spanish) preferred
  • Able to multitask and work in a fast paced environment
  • Should be customer service driven
  • Knowledge of MS Office (Word, Excel) and Google Docs/Gmail

Education/Training/Experience:
  • High School Diploma or GED
  • Minimum 1 year customer service experience

Salary and Benefits:

Rate: Hourly rate is based on years of experience as an Office Manager. $25-$30.97/hour.

Start Date: Immediate start

Location: Position is an on-site role in Arleta, CA

Benefits: Health, dental, vision, life insurance, personal time off (PTO), 403b Sponsored Plan, Disability Insurance, Paid Holidays

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