Administrative Office Manager

JOB DESCRIPTION

Job Title: Administrative Office Manager Schedule: 40 hrs/week, 12-months/yr

Job Type: Full-Time, At-will FLSA Status: Non-Exempt

Reports to: Principal(s) or Assistant Principal Pay: $63,888.00, starting (DOE); Salary Scale

FLSA Status: Non-Exempt 

ABOUT INGENIUM SCHOOLS

Ingenium Schools is transforming education by restoring joy and meaning to learning. Since 2009, Ingenium Schools has helped students build confidence, leadership, and a lifelong love of learning with the Ingenium Learning System, an easily replicable, standards-based educational model that promotes personal mastery. Ingenium Schools currently operates several charter schools, serving students throughout Los Angeles.

POSITION SUMMARY:

The Administrative Office Manager is a central figure, responsible for supervising, overseeing and ensuring both the seamless operation of office functions and the effective performance of other office employees at Ingenium Schools. This role holds comprehensive accountability for the operational excellence, quality of office work, adherence to deadlines, and the overall integrity of office functions. The Administrative Manager will have supervisory experience and will be responsible for evaluating and training other office employees.

ESSENTIAL FUNCTIONS & JOB DUTIES:

NETWORK CONTRIBUTIONS

• Demonstrate knowledge of and supports Ingenium Schools’ noble cause, values, standards, policies and procedures, operating instructions, confidentiality standards, and code of cooperation
• Strive to implement, by instruction and action, Ingenium Schools’ philosophy of education and goals/objectives in connection with Ingenium’s Signature Practices
• Continuously maintain and improves professional competence
• Attend mandatory trainings, professional meetings, and educational conferences, as required

School Office Operational Accountability 

Assume full accountability for the operational excellence of the school office, ensuring all tasks meet quality standards and deadlines. The ideal Administrative Office ManagerAdministrative Office ManagerAdministrative Manager will create this environment by focusing on the following areas:

Office Task Logistics and Efficiency 

Oversee office operations for maximum efficiency and customer service. Manage logistics and processes, including phone handling, gate operations, visitor support, and clerical duties. Continuously assess and improve operational efficiency based on data analysis.

Operational Coordination 

Implement strategies to enhance office workflows, minimize disruptions, and ensure smooth operations.

Task Allocation 

Efficiently allocate and delegate office tasks to balance operational needs with staff productivity.

Quality Assurance

Set and monitor quality standards for administrative tasks and office efficiency. Regularly evaluate processes, gather feedback, and lead training initiatives for continuous improvement.

Role Specialization

Define and support the specialized roles within the office. Ensure clarity in responsibilities, monitor performance, and foster collaboration to enhance team dynamics and productivity.

Customer Service Excellence

The Administrative Manager ensures top-tier customer service in office operations. This role is pivotal in fostering a welcoming and efficient environment, reflecting Ingenium Schools' commitment to excellence in all stakeholder interactions. Key responsibilities include:

Setting Standards 

Define and uphold customer service standards focusing on professionalism and responsiveness.

Staff Training

Conduct training sessions on customer service best practices, emphasizing communication and empathy.

Quality Monitoring

Regularly assess the quality of customer interactions, using feedback and surveys for continuous improvement.

Leading by Example

Demonstrate exemplary customer service, setting a high benchmark for the team.

Leadership and Supervision 

The Administrative Manager plays a pivotal role in leading and supervising office staff at Ingenium Schools. This role requires a balance of strong leadership skills, empathy, and the ability to make tough decisions when necessary, all while maintaining a focus on the overall mission and values of Ingenium Schools. This includes:

Performance Management

Oversee office staff performance evaluations, provide constructive feedback, set clear goals, and make informed termination decisions in line with Ingenium Schools' policies.

Recruitment and Hiring

Lead the recruitment and hiring process for office staff, ensuring alignment with the school's values and role requirements.

Coaching and Development

Offer ongoing coaching and support to office staff, facilitate professional development, and address concerns to enhance skills and performance.

Team Meetings and Communication

Organize and lead team meetings to ensure effective communication, alignment with school objectives, and a collaborative work environment.

Advocacy and Support

Advocate for office staff, address their needs, and coordinate with leadership to maintain a supportive work atmosphere.

Continual Improvement

Assess and enhance office processes and workflows through innovation and change management.

Administrative Support for LeadershipSchedule and Meeting Management

Efficiently manage the principal's schedule, ensuring a balance between meetings, administrative tasks, and availability for staff and students. This includes organizing and preparing for meetings and helping set agendas.

Strategic Assistance

Assist in strategic planning and decision-making processes by providing relevant data and insights.

Confidentiality and Discretion

Maintain the highest levels of confidentiality and discretion in handling sensitive information related to the principal and school operations.

Other Duties

Perform other related duties as required and assigned.

JOB Qualifications:

• B.A./B.S. degree required
• 1-2 years of Management experience and 2 years of Customer Service experience preferred, 5 years supervisory experience or similar experience in a school setting if no B.A./B.S. degree required

KNOWLEDGE/EXPERIENCE

Must have the ability to demonstrate and/or show competency in the following areas:

• Bilingual in Spanish preferred
• Intermediate proficiency in Microsoft Word, Excel, and Outlook
• Correct English usage, grammar, spelling, punctuation and vocabulary
• Oral and written communication skills
• Interpersonal skills using tact, patience and courtesy
• Intermediate proficiency in Student Information System or PowerSchool knowledge desired
• Excellent management and organizational skills and a positive attitude

PHYSICAL DEMANDS:

• Lift 40 pounds using proper technique
• Must have adequate vision to effectively review documents in varied formats i.e. paper and digital
• Must have adequate hearing to respond to members and interact with the public

• Sitting or standing for extended periods of time
• Dexterity of hands and fingers to operate a computer keyboard
• Bending at the waist, kneeling or crouching to file materials

PROFESSIONAL EXPECTATIONS:

In addition, Administrative Office ManagerAdministrative Office ManagerAdministrative Manager will exhibit and represent behaviors consistent with the expectations within the Ingenium Schools competency guidelines listed below:

• Accepts and demonstrates the school values
• Demonstrates a desire to serve others and fulfill community needs
• Works effectively with people of different backgrounds, abilities, opinions, and perceptions
• Builds rapport and relates well to others
• Makes sound judgments, and transfers learning from one situation to another
• Embraces new approaches and discovers ideas to create a better student experience
• Strives to meet or exceed goals and deliver a high-value experience for members
• Pursues self-development that enhances job performance

• Demonstrates an openness to change, and seeks opportunities in the change process