Office Manager
: Job Details :

* Office Manager Job Description

We are on a mission to recruit, develop, and retain outstanding educators. Research, along with our professional experiences with teachers and students, reveals the indisputable impact a highly qualified teacher has on student achievement. Quality teachers are the key to the success of our students and they are the foundation of our entire educational community. Our goal is to employ the finest educators from around the country, provide them with excellent professional development and career support, and, together, create opportunities that inspire us all.

Capital Prep Schools mission is to provide historically disadvantaged students with the college and career-readiness skills needed to become responsible and engaged citizens for social justice.

Capital Preparatory Schools seeks passionate educators to join our community.

At Capital Prep, we love teachers and refer to them as Illuminators. Each of our Illuminators are dedicated to providing students with an enriching and invigorating educational experience. With a focus on academic rigor and achievement, we expect our staff to collaborate, problem-solve, and commit 100% to our students' success.

The Office Manager will report directly to the Director of Operations.

Job Responsibilities

Main Office/Administrative

* Directs all inquiries, either in person or by phone, to the appropriate staff member; welcome and greets all guests

* Maintains and updates staff mailbox, building and room signage, hallway passes and emergency exit procedures

* Coordinates school wide events and calendar

* Maintains school waitlist

* Manage faxes and daily mail

* Organizes and files correspondence

* Copy and distribute School-Wide Correspondence

* Student Records and Database

* Provide support in updating and maintaining the integrity of school information in school database and the DOE's ATS system

* Ensures students academic records are filed and current

* Maintain student biographical, transportation and meal codes in ATS and Capital Prep Harlem's database

* Assist with database projects, as needed

* Student Attendance

* Maintain the Student Information System (student demographics, attendance, health records)

* Responsible for recording, tracking and following up on all student tardiness and absences

* Support the Director of Operations with updating and maintaining ATS and PowerSchool

* Student Meals

* Supports the application process for free, reduced, and full priced meals, and reports percentages for related funding streams

* Maintain student meal codes in ATS and PowerSchool

* Health Records Management

* Ensures that students' health records are updated and filed, in compliance with federal and state health regulations

* Ensures that student allergies and other pertinent information is properly disseminated

* Maintains a copy of all notes that are sent to parents in the students' file

* Office Management

* Maintains and updates staff mailbox, room signs, hallway passes and emergency exit procedures

* Event Management

* Supports the Director of Operations in the execution of school-wide events, including: transportation, information dissemination, traffic flow, venue logistics, audiovisual needs, etc.

* Family/Community Relationships

* Support Director of Operations with identifying schools/organizations where communication with families has been challenging

* Assist in coordinating and conducting open houses, student tours.

* Other

* Assist with other operations projects, as needed

* Ensure the safety of students under one's supervision

* Assist with non-instructional supervision of students, as needed, such as hallway monitoring, lunch duty, or supervision of extracurricular activities

* Assist in moving students to proper locations during fire drills, and sports or arts programs

* Promptly submit required paperwork

* Qualifications:

* Bachelor's degree

* 2-3 years working experience in a customer service or admissions field

* Fluency in Spanish Required

* Proficiency in Microsoft Word, Excel, and Google Suite

* Excellent verbal and written communication skills

* Ability to organize and prioritize work

* Strong attention to detail

* Experience with admissions software or database preferred

* Experience with school information systems: ATS, Galaxy, PowerSchool