Office Manager
Phoenix, AZ 
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Posted 23 days ago
Job Description
Office Manager
Support
Phoenix, AZ
Maryvale
Immediately
EAGLE-Phoenix

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Position: Office Manager

Reports To: Principal

Position Overview: EAGLE College Prep is seeking an Office Manager to oversee the front office for the 2020-2021 school year. This position requires a highly organized professional to manage administrative projects and tasks within a school. Qualified candidates will possess skills that ensure thoroughness and accuracy as well as have the capacity to build systematic processes for a growing school and organization. This is a unique opportunity to work with a high performing urban Charter School and ensure the front office runs smoothly for staff, parents, and students.

Responsibilities:
Front Office
  • Oversee the day to day activities of the school, serving as the main point of contact in the school's front office area.
  • Greet and document all visitors (signing in visitors, ensuring that students only leave with authorized parents/guardians, monitoring and controlling access to the school, etc.).
  • Manage phones (answering calls, re-directing calls, taking messages, placing calls, creating school announcements, etc.) and ensure optimal level of service to students, parents and community stakeholders.
  • Manage written communication between the school and students, parents, and the community (distributing received mail, preparing school mailings, making mail drops, etc.).
  • Maintain and manage inventory of school uniforms.
  • Maintain school calendar of events.
  • Student and Parent Relationships
  • Create a welcoming environment for students and families so that they feel comfortable approaching the office with concerns.
  • Build rapport with students, parents, and families so they understand unambiguously that our staff loves them.
  • Establish and maintain open lines of communication with families and community.
  • Communicate with parents about student records and student history.
Student and School Records
  • Manage the collection and maintenance of student, personnel, and school information (receiving forms and paperwork, tracking missing forms, managing databases, updating contact information, keeping records current, etc.)
  • Oversee student files to ensure all proper documentation is collected, tracked in our computer system, organized and filed.
  • Track student attendance and follow up with families when necessary.
Student Enrollment
  • Oversee new student enrollment by coordinating open houses, processing applications, creating and administering re-enrollment forms, producing mailings and tracking all enrollments.
  • Manage electronic student enrollment and information in school software and all electronic data systems in the EAGLE network.
  • Register and transfer students as needed.
Operations
  • Monitor, submit, and organize all invoices and packing slips for the School Operations Manager.
  • Help to plan and coordinate logistics for student transportation.
  • Coordinate substitute teachers.
  • Help to plan and manage logistics and preparations for school events and activities as needed (making photocopies, setting up for special events, making phone calls to confirm attendance, etc.);
  • Provide general assistance to the Principal and other administrators with any projects

Qualifications:
  • Honorable- works with integrity and treats everyone with respect and humility.
  • Highly Detail-oriented- ensures the little things are never missed and creates redundant infrastructure to catch errors.
  • Self-Starter and Leader- has the ability and confidence to take initiative, motivate others and maintain focus in a fast-paced environment.
  • Systematic Thinker- builds work processes in a systematic way to ensure order and accuracy, develops realistic action plans and can effectively multitask.
  • Problem-Solver- gathers and analyzes information to identify problems and resolves them in a proactive, timely manner.
  • Results-Focused- completes tasks and gets the job done within deadlines.
  • Dependable- is always at work and on time, responds to management direction and solicits feedback to improve performance
  • Adaptable- adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events.
  • Efficient-constantly looks for ways to improve processes and improve accuracy.
  • Customer Oriented-willing and able to provide our students and families with a high level of customer service.
Requirements:
  • Some college-level work preferred.
  • At least two years of work in an office environment; preferred experience as an office manager, administrative professional, or in customer service.
  • Must be proficient in Microsoft Word and Excel, knowledge of school-based software systems preferred.
Compensation: EAGLE offers comprehensive benefits including medical, dental and vision.


 

Job Summary
Start Date
Immediately
Employment Term and Type
Regular, Full Time
Required Experience
2+ years
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