Elementary School Office Manager

Job Type

Full Time

Published

08/24/2018

Address

84-35 152nd Street
Queens
New York
11432
United States

Description

The role of the Office Manager is an integral part of the school's educational and operational program. The Office Manager works with School Leaders, the Operations Manager and Office Assistants to ensure the effective day-to-day implementation of all administrative systems and routines at Growing Up Green II. In addition to managing the office administrative functions, the Office Manager serves as a contact person for all of the school's constituents, including families and school staff. The Office Manager shows initiative in his/her position and is given the tools and freedom to work effectively and creatively. The Office Manager joins a dedicated team of smart, hard working, dynamic people who thrive in a collaborative professional environment.


Primary responsibilities include:

General:

  • Maintain welcoming office environment
  • Maintains School calendar
  • First point of contact for parents and guests
  • Answering phones and directing calls or taking messages as needed
  • Point person for all office machines (copier, fax, printers, etc.)
  • Manages office supply inventory; orders all office supplies
  • Handles all mail processing (USPS, FedEx, UPS, etc) including postage and distribution
  • Direct students who are sent to the main office for behavioral, medical or academic reasons
  • Work with Parent Association leadership and Community and Family Engagement Coordinator to coordinate communication with families.
  • Helps coordinate communication with families by printing, copying and distributing notices (i.e. lice letters, half day reminders, and other items)
  • Assists Operations Manager with daily dismissal
  • Assists Operations Manager with Fire drills and Lockdown drills
  • Assists Operations Manager with School Food service and student eligibility
  • Works with Operations Manager and School Leaders to schedule all school tours
  • Assists Operations Manager with overseeing and delegating responsibilities to Office Assistants
  • Manages Purchasing for Office Depot/Staples and provides necessary paperwork for Business Manager
  • Assists Operations Manager with other school purchasing processes
  • Creates and provides passes for classrooms and offices for student use
  • Assists each day with lunch duty, recess duty, and dismissal
  • Other duties as assigned


Office Hours: 8:00am - 4:00pm or 8:30am - 4:30pm, M-F


Student Records and Enrollment:

  • Primary receiver of all student records; sends discharged student records to new school
  • Helps process, organize, and track new student applications and enrollment
  • Helps enters school information into databases
  • Manages and tracks all student files and databases
  • Logs and tracks all student immunization & physical examination dates in ATS
  • Communicates and follows up with families regarding missing student records
  • Compiles and monitors daily student attendance data, including tardies and notices trends
  • Coordinates attendance letters and meetings between families and School Leaders
  • Contacts families to verify absences, sets up OneCall daily
  • Receives and processes applications for lottery and enrollment
  • Maintains student waiting list for enrollment
  • Conducts district verifications for lottery and enrollment

Qualifications and Experience: 

  • Minimum two years experience working in administrative settings
  • Excellent problem solving skills with the ability to think on your feet
  • Attention to detail and superb time management skills
  • Ability to work in a collaborative team environment
  • Comfort working in a fast-paced office that requires juggling multiple tasks
  • Previous experience in an educational (K-5) environment is strongly preferred
  • Previous database and website management experience is preferred
  • Willingness to take on additional responsibilities outside of job description if necessary 
  • Fluency or proficiency in other languages a plus 

Education:

- High School diploma required, Bachelor's Degree strongly preferred 


Required Certificates & Licenses: NYC DOE/Fingerprinting & Background Clearance

Professional Level

None specified

Minimum Education Required

No requirement

How To Apply

Growing Up Green is an equal opportunity employer. We encourage and value a diverse workforce, and we seek diversity among applicants for this position.

Please email your cover letter and resume directly to the Director of Recruitment, Aramis Grant, at grant@gugcs.org.


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