Location: Houston,TX, USA
Location: Hattie Mae White
Department: HIPPY Programs
Area:Central
Contract Months:12
Salary Range: $60,000.00 - $80,000.00
Academic Year: 24-25
JOB SUMMARY
The HIPPY Office Manager 3 will assume a strategic leadership role, overseeing the efficient operation of the office and providing comprehensive administrative support to various teams. They will manage office resources, drive process improvements, and foster a productive work environment. This role requires strong leadership skills, business acumen, and ability to drive organizational effectiveness will contribute to the overall success of our company.
MAJOR DUTIES & RESPONSIBILITIES
1. Provide strategic direction and leadership to the office, ensuring alignment with districts goals and objectives.
2. Develop and implement office-wide policies, procedures, and initiatives to optimize efficiency, productivity, and employee engagement.
3. Manage and mentor a team of administrative professionals, setting performance expectations, providing guidance, and fostering a positive work culture.
4. Oversee office operations, including resource allocation, budgeting, financial analysis, and expense tracking to ensure optimal utilization of resources.
5 Drive continuous improvement by identifying opportunities for process enhancements, implementing automation solutions, and fostering innovation.
6. Collaborate with senior management to develop and execute the office's strategic plan, including goal setting and performance tracking.
7. Develop and maintain relationships with external vendors, negotiate contracts, and manage service level agreements to ensure cost-effectiveness and quality.
8. Ensure compliance with relevant regulations, including health and safety guidelines, data protection, and security protocols.
9. Analyze office performance metrics, prepare reports, and provide insights to senior management to support decision-making and drive operational excellence.
10 Lead and coordinate office-wide projects and initiatives, ensuring timely delivery, resource allocation, and adherence to project management principles.
11. Foster effective cross-functional collaboration by building strong relationships with internal stakeholders and facilitating communication and information sharing.
12. Stay abreast of industry trends, best practices, and emerging technologies related to office management, recommending, and implementing improvements as appropriate.
13. Performs other job-related duties as assigned.
MAJOR DUTIES & RESPONSIBILITIES CONTINUED
14. Processes payroll documents for status and salary changes and resolves payroll/work history discrepancies.
15. Drafts and prepares correspondence to include letters, memos, matrices for display of statistical reports, forms, and minutes of meetings. Creates and maintains databases. Utilizes SAP for various reporting activities, requisitions, or work orders. Assignments may involve research of historical data or information.
16. Processes communications for district wide dissemination. Assembles and monitors all files, records, calendar of appointments, and other related events.
17. Answers phones, records message, assists callers or re-directs inquiries to the appropriate individual or department. Schedules appointments for department management and staff.
18. Supports entering data into the FSS (Family Support Services) system for grant quarterly reporting.
19. Collecting and entering data in Power School system.
20. Coordinate travel arrangements and accommodations for employees, ensuring efficient and cost-effective arrangements
21. Assist in organizing office events, such as team-building activities, celebrations, or conferences, including venue selection, catering, and logistics coordination.
22. Assist in grant budgeting monitoring and expense tracking, providing support in maintaining financial records and processing invoices.
EDUCATION
Bachelor's degree in business administration, management, or a related field. Advanced degree or relevant certifications are preferred.
WORK EXPERIENCE
1-3 years proven experience in an administrative role, preferably in an office setting.
SKILL AND/OR REQUIRED LICENSING/CERTIFICATION
Proven experience in a senior office management role, with a track record of successfully managing and leading teams in a complex organizational environment.
Strong leadership and people management skills, with the ability to inspire, motivate, and develop high-performing teams.
Strategic thinking and problem-solving abilities, with a keen business acumen and the capacity to drive organizational effectiveness.
Excellent communication and interpersonal skills, with the ability to influence and collaborate with stakeholders at all levels of the district.
Proficiency in using office software and systems, project management tools, and collaboration platforms.
Demonstrated experience in driving process improvements and implementing organizational change initiatives.
Strong financial management skills, with the ability to develop and manage budgets, forecast expenses, and optimize resource allocation.
Excellent organizational and time management abilities, with the capacity to prioritize and manage multiple projects and initiatives simultaneously.
Proven ability to analyze data, identify trends, and use insights to make informed decisions and recommendations.
Knowledge of office facilities management, health and safety regulations, and compliance standards.
Exceptional integrity and professionalism, with the ability to handle sensitive and confidential information.
LEADERSHIP RESPONSIBILITIES
Manages. Accomplishes the majority of work objectives through the management of direct reports. Provides day-to-day direction to staff; may become directly involved, as required, to meet schedules and resolve problems. Responsible for assigning work, meeting completion dates, interpreting and ensuring application of policies and procedures. Receives assignments in the form of objectives, with goals and the process by which to meet goals. Provides input to hiring, performance and budget.
WORK COMPLEXITY/INDEPENDENT JUDGMENT
Work is substantially complex, varied and regularly requires the selection and application of technical and detailed guidelines. Independent judgment is required to identify, select, and apply the most appropriate methods as well as interpret precedent. Position regularly makes recommendations to management on areas of significance to the department. Supervision received typically consists of providing direction on the more complex projects and new job duties and priorities.
BUDGET AUTHORITY
Participates in a group plan and/or budget development.
PROBLEM SOLVING
Decisions are made on both routine and non-routine matters with some latitude but are still subject to approval. Job is often expected to recommend new solutions to problems and improve existing methods or generate new ideas.
IMPACT OF DECISIONS
Decisions have high impact to the facility/department or division, causing increased satisfaction or dissatisfaction; producing efficiencies or delays; promoting or inhibiting personal intellectual or professional development; and/or contributing to financial gain or expense. Errors may be serious, usually not subject to direct verification or check, causing losses such as improper cost calculations, overpayment or improper utilization of labor, materials, or equipment. Effect usually confined to the organization itself and is short term.
COMMUNICATION/INTERACTIONS
Leads others in the resolution of highly sensitive and confidential issues on behalf of the department. Acts as a trusted advisor and becomes involved in the decision-making process including presenting alternatives and information and applying persuasion and negotiation skills in the resolution of problems. Monitors customer service standards.
CUSTOMER RELATIONSHIPS
Leads others in the resolution of highly sensitive and confidential issues on behalf of the department. Acts as a trusted advisor and becomes involved in the decision making process including presenting alternatives and information and applying persuasion and negotiation skills in the resolution of problems. Monitors customer service standards.
WORKING/ENVIRONMENTAL CONDITIONS
Work is normally performed in a typical interior work environment which does not subject the employee to any hazardous or unpleasant elements.
Ability to carry and/or lift less than 15 pounds.
Houston Independent School District is an equal opportunity employer.