Location: Houston,TX, USA
Title: Office Manager/PEIMS Coordinator Hours: Full-time; 12 months
Reports to: Director of Finance and Operations
Status: Exempt
Position Purpose
The Operations team works to ensure the many aspects of running a school are in place, so our students have an engaging environment to learn in, parents/guardians feel welcomed at all times and the instructional team has the resources they need to get their work done.
We are looking for an Office Manager/PEIMS Coordinator to assist with oversight and management of many school systems, including facilities, data, food, transportation, technology and compliance reporting. This is a great opportunity for someone to share their expertise in many areas of the school and ensure all the processes are working seamlessly. The Office Manager/PEIMS Coordinator will report to the Director of Finance and Operations (DFO).
Key Accountabilities
Primary responsibilities:
* Gather and create data reports as needed for school administrators and federal/state/city agencies
* Manages the school pre-registration and registration process
* Owns student recruitment activities to ensure school is fully enrolled by the first day of school (i.e., engages the Director of Finance and Operations and/or staff in student recruitment efforts as appropriate and managing the front office's intake of student applications)
* Supports the implementation of the school schedule
* Manages the creation of accurate report cards
* Ensures school data in the student information system (i.e., TxEIS/Ascender) is accurate and up-to-date
* Leads the preparation of student records for internal and external audits (i.e., student medical records)
* Ensures the school is adhering to all local compliance and reporting requirements
* Track student enrollment to ensure full enrollment and accurate reporting in multiple systems
* Create public communication documents with direction and oversight from DFO
* Oversee student records are in compliance with city and state guidelines
* Ensure facility issues are addressed with maintenance team
* Ensure technology issues are addressed with technology consultants
* Provide troubleshooting support for other operations team members with purchasing/finance process compliance
* Works closely with the Director of Finance and Operations to develop the school's annual budget
* Actively manages the school budget throughout the year by participating in monthly budget meetings to review budget variances, actively monitoring school spending, and proactively seeking opportunities to ensure spending is always aligned to the school's academic priorities
* Manages the school payment process for activity fees, uniforms, and meal balances
* Manages the school purchasing process by establishing clear systems for staff to request items, placing orders with vendors, tracking delivery, and coding and submitting purchases orders, invoices, and reimbursement requests to the Finance/Accounting team
* Approves school purchases under a specific financial threshold
* Provide troubleshooting support for the with food count process compliance and student transportation needs
* Serves as the eyes and ears of their school to ensure all school operations runs seamlessly each and every day
* Works closely with the school staff to ensure facilities are clean and properly maintained
* Manages the school's supply and asset inventory (i.e., computers, textbooks)
* Works to ensure families are correctly enrolled in the free and reduced-price meal eligibility program and meal balances are collected
* Manages the logistics regarding breakfast, lunch, and snacks, including staff duty schedules as well as recording of student participation for breakfast-in-classroom and snack programs (as applicable)
* Manages morning and afternoon bus and car transportation procedures, including working with DFO to define traffic flows, defining school-level arrival and dismissal procedures, and setting and managing staff duty schedules
* Manages the resolution of operational issues as they arise, including issues with facilities, food services, and transportation
* Ensures the school is prepared for emergencies by conducting all drills as well as training staff on emergency plans
* Each year prepares the school for the new school year by serving as the primary support of the beginning-of-the-year process (i.e. ordering furniture, equipment, and classroom supplies, and ensuring school services (i.e., food services, transportation services) are ready for the first day of school
* Be a team player with front desk coverage when needed
Ongoing Responsibilities:
* Support and co-lead aspects of the student recruitment process using proven best practices
* Partners with the Director of Finance and Operations on the new hire process (new hire offer letters, new hire form completion, scheduling onboarding, following up with new hires prior to onboarding to ensure paperwork complete)
* Processes all salary changes by completing the appropriate form
* Works closely with DFO or School Director to ensure teachers meet compliance and certification requirements
* Completes the exit form for terminating employees and partners with the regional human resources team on any action items surrounding the exit logistics
* Reviews time off data provided by the human resources back-office provider to ensure accuracy and assess leave trends
* Communicates leave needs and critical dates to the leadership team and assists in facilitation of employee leaves
* Works with the DFO to manage the logistical elements of all major student assessments (i.e., Interim Assessments, STEP, MAP, STAAR, TELPAS)
* Supports logistics related to staff evaluation and engagement including the administration of surveys and confirmation of teacher-peer and teacher-student linkages
* Supports the logistics of all off-site field trips (local and out of state), including scheduling transportation, lodging, extracurricular activities, meals, payment, etc.
* Oversees the logistics of Family Nights and other school events.
* Manages and coaches the front office staff
* Design, implement, and train teachers on school structures, systems, and procedures to ensure seamless school operations
Key Position Outputs
* Ensures systems and procedures at school are clear, communicated, and consistently implemented to 100%
* Support data evaluation for rigorous, standards-based interim assessments for English Language Arts, Math, Science, Social Studies and Spanish in all grades
* Support instructional staff at high levels to ensure 100% of students master of 100% of grade level standards
* Establishes positive relationships with families, staff and community
Qualifications, Attributes and Experience
* Bachelor's degree is required
* Ability to take constructive feedback and quickly incorporate that feedback
* Innovative, creative, and willing to take risks
* Ability to take initiative, highly organized and efficient, self-motivated
* Strong communicator and relationship builder with adults, including peers and families
* Experience with and/or understanding of life experiences in underserved communities
* Accuracy, attention to detail and follow through on all activities
* Demonstrated analytical and strategic thinking capabilities
* Ability to work cohesively as part of a team, including families, instructional staff, support staff, and outside groups
* A team player willing to do whatever it takes to keep our school running smoothly
Other Requirements/Qualifications
* Valid Teaching Certification in Texas is helpful, but not required
* Belief in and alignment with Rve Preparatory Charter School's mission and core values is non-negotiable
* Belief that all students can learn at a high level, regardless of race, culture, or socioeconomic status
* Enthusiastic mindset to take on non-related job duties as necessary and assigned
* Experience in charters, school environments, or other nonprofits
* Strong computer skills, including Microsoft Excel, Word, and PowerPoint
* Strong knowledge of TEA software and applications, TxEIS/Ascender, and TSDS
* Bilingual in Spanish and English preferred
Compensation
Rve Preparatory Charter School offers competitive salary and benefits commensurate with experience. Rve Preparatory Charter School is an equal opportunity employer.
Disclaimer: This job description describes the general nature and level of work being performed by individuals hired into this job. This is not intended to be an exhaustive list of all responsibilities and duties required. Rve Preparatory Charter School reserves the right to change any or all content of this job description based on business needs. The incumbent, if applicable, will be consulted and notified of any changes before they become effective.