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Founding Elementary School Office Manager

The Office Manager plays a central role in ensuring an orderly, responsive, and open school. The Office Manager functions as the primary contact person for all of the school’s constituents. In this role, the Office Manager must be able to communicate warmly and effectively with students, teachers, families, trustees, donors, and visitors. In addition, this position manages daily school administrative duties related to student information management, parent communication, maintenance of office equipment, collection of student fees, supply purchasing and inventory, and school finances. The Office Manager reports directly to the Director of Operations.

Operations team members at Henderson Collegiate work relentlessly to ensure that the faculty maximizes time and energy on student achievement.  They design, implement, and refine systems that anticipate the needs of the school community. As a service-oriented team they solve problems, share best practices across campuses, and respond to urgent needs. They partner to create an academic and cultural environment that supports our ultimate goal: ensuring that every Henderson Collegiate student will earn a college degree.

Primary Responsibilities

  • Oversee the day-to-day activities of the main office
  • Serve as the main point of contact in the school reception area
  • Greet and document all visitors (e.g., sign in visitors, ensure that students only leave with authorized parents/guardians, monitor and control access to the school, etc.)
  • Manage phones (e.g., answer calls, redirect calls, take messages, place calls, create school announcements, etc.)
  • Manage mail (e.g., distribute received mail, prepare school mailings, make mail drops, etc.)
  • Manage the collection and maintenance of student, personnel, and school information (e.g., receive forms and paperwork, track missing forms, manage databases, update contact information, keep records current, manage weekly communications with parents, manage report card production and distribution etc.)
  • Maintain the school’s student information system with 100% accuracy in conjunction with Acadia NorthStar data services
  • Manage school-wide daily systems, such as daily attendance reports, student discipline tracking, and student rosters
  • Maintain school calendar of events
  • Help to manage logistics and preparations for school events and activities as needed (e.g., make photocopies, set up for special events, make phone calls to confirm attendance, etc.)
  • Receive, track, and issue receipts for all incoming student fees
  • Photocopy and distribute student assessments
  • Assist Director of Operations in maintaining school supply inventory and order supplies as needed
  • Maintain office equipment and furnishings, and upgrade as needed
  • Assist Director of Operations in maintaining the teacher workroom, including snacks and supplies for staff
  • Process student applications, manage all waitlist communication, and oversee new student enrollment
  • Complete all necessary school-wide duties for the successful and orderly functioning of the school (e.g., hallway supervision, arrival/departure transitions, etc.) and other such duties as the Principal or Administrators may request from time to time
  • Be present and engaged Monday through Thursday from 7:20 AM – 5:00 PM, and Friday from 7:20 AM – 5:30 PM
  • Work periodic evenings (such as for school-wide events including, but not limited to, report card distribution, conferences, student performances, etc.)

Education and Qualifications

  • Required: Bachelor’s degree
  • Preferred: 2-3 years of office experience preferred, ideally with an education agency
  • Preferred: 2+ years of experience in serving economically disadvantaged populations
  • Excellent communication skills, both verbal and written
  • Strong interpersonal skills with students, parents, colleagues and community members
  • Basic finance skills and comfort learning new finance processes
  • Strong organization skills and attention to detail
  • Excellent computer skills, including Microsoft Word, Excel, Publisher, and PowerPoint and Google Applications such as Docs, Forms, Sheets, etc.
  • Maturity and ability to work independently
  • Must enjoy contact with children and parents
  • Ability to manage multiple tasks and meet tight deadlines
  • Prior experience working in schools and/or urban communities preferred
  • Spanish or Portuguese language skills a plus but not required
  • Able to lift and move packages up to 30 lbs.

Compensation and Benefits

Salary for this position is very competitive and commensurate with experience. Additionally, Henderson Collegiate offers a full benefits package. Staff members also receive a laptop computer with accompanying software.

How to Apply

Interested applicants should send their resume and cover letter, describing how their experiences have made them a great fit for this position, to our recruitment team at recruitment@hendersoncollegiate.org.

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Henderson Collegiate | High Performing Charter Middle Schools Henderson NC 252-598-1038