What are the responsibilities and job description for the Office Manager position at Independence Preparatory Academy?
Front Office Manager
Independence Preparatory Academy is a new, academically challenging, highly structured, and joyful K-8 school in Fairfield, AL. We are on a mission to equip all students with the academic tenacity and strength of character necessary to choose their destiny and create a fulfilling life. We develop empowered learners through agency, purpose, and tenacity.
In August 2025, Independence Preparatory Academy will open its doors to 160 kindergarten through second-grade students. We will grow until we reach a total capacity of 520 students during the 2032-2033 school year in kindergarten through eighth grade. We are actively building a founding team that shares our belief that with rigorous academics, high-quality instruction, and character development, all students can excel in high school, college, and life.
EMBRACE YOUR CALLING
To achieve our mission, Independence Preparatory Academy will operate in a fiscally sound, organized, and efficient manner to ensure accountability and to protect every instructional minute. The Office Manager role reports to the Community Alliance Manager and assists with various projects and tasks to provide a focused and effective learning environment. We seek a dynamic person to fill our founding Office Manager position. The Office Manager is the face of the school and delivers first-class customer service to all constituents in the building, including students, parents, staff, and guests. The Office Manager’s primary responsibilities are to operate a friendly and efficient welcome center and to provide daily support to teachers and the school’s leadership team. The Office Manager supports the leadership team with school logistics, finance, human resources, family engagement, vendor relations, and supply ordering and management.
WORK AT INDEPENDENCE PREPARATORY ACADEMY
iPrep teammates are perpetual learners, challenging the status quo and solving challenges together. We remain united by our commitment to envisioning the infinite potential of every child. Our ideal candidate believes in our scholars and our community. They have a passion for scholar-centered learning, evident in the following orientations:
Adaptability: Our staff is oriented toward building alongside each other. This means a commitment to:
Learning and iterating
An openness to giving and receiving feedback
An entrepreneurial spirit: building from the ground up
Collaboration with other adults and families
Belief in our model and our graduate profile through a commitment to:
Student agency and advocacy
Supporting students in finding their purpose
Mastery-based grading
Profound learning experiences
Student result orientation through a commitment to:
Hard quantitative academics
Holistic indicators for success
Knowledge of self: confidence in describing your identity, purpose, and passions
We are hiring for a May start date. The salary range for this position is between $36,930 and $40,794. New hires can expect to be brought into the organization at a salary at or near the start of the range, depending on relevant experience and internal equity. Compensation is based on our salary scales and is not negotiable.
ACHIEVE IMPACTFUL OUTCOMES
The foundation of academic excellence lies in a school that is strong in its operations. The founding Office Manager will assist with delivering the operational foundations of Independence Preparatory Academy. The Office Manager will be responsible for all day-to-day operations, working directly with vendors and community partners, and creating a joyous and welcoming environment for families. The Office Manager ensures coordination and maintenance of clear systems that allow leaders and teachers to focus on student learning and outcomes 100% of the school day.
School Logistics
Create a warm, orderly, professional front office environment that reflects the school’s culture and fosters trust with families and visitors.
Serve as a reliable point of contact for families and staff, ensuring timely communication and responsive support for student needs.
Drive daily operational excellence by managing essential systems such as phone communications, visitor protocols, and front office logistics.
Support instructional impact by streamlining logistics for academic functions like family conferences, progress reports, and materials distribution.
Strengthen school-wide efficiency by maintaining organized records, managing uniforms and supplies, and assisting with seamlessly executing events and mailings.
School Finance
Ensure smooth and compliant purchasing operations by processing approved purchase requests in coordination with the school’s back office provider, maintaining alignment with budget and procurement policies.
Support effective school operations by managing the timely purchase of supplies for instructional and school-wide needs, ensuring accurate documentation for all purchases, including event-related expenses.
Strengthen financial transparency and accountability by consistently collecting, tracking, and reconciling student fees, uniform payments, and other school-based revenue.
Promote accurate financial reporting and timely vendor payments by coding invoices and school purchases for approval in collaboration with the back office provider.
Enhance school efficiency and service quality by assisting with the procurement, coordination, and management of key vendors such as transportation, nutrition, facilities, and security services.
Safeguard operational consistency and vendor performance by monitoring contract implementation and ensuring compliance with agreed-upon service terms.
Maintain the school supply closet, manage school-wide inventory, and coordinate timely replenishment of instructional and janitorial supplies to ensure classrooms and common spaces are well-equipped.
Support teacher effectiveness and student preparedness by organizing and fulfilling staff supply requests and overseeing the intake and distribution of student supplies throughout the year.
Human Resources & Talent Operations
Support a strong staff experience by coordinating onboarding, orientation, and required compliance trainings to ensure new hires are equipped to thrive from day one.
Maintain accurate and confidential personnel records, contributing to a culture of professionalism, compliance, and trust.
Ensure smooth payroll and benefits administration by liaising with the back office provider and responding promptly to staff inquiries.
Support accountability and organizational alignment by tracking all employees' certifications, background checks, and other credentialing requirements.
Contribute to a positive work environment by assisting with staff appreciation efforts, milestone celebrations, and employee recognition initiatives.
Help foster operational excellence by managing key HR systems and supporting the implementation of school-wide staff policies and procedures.
ENJOY OUR INVESTMENT IN YOU
What we offer:
A chance to be part of community development and work alongside the community to SOAR
Being a part of a new, innovative, unprecedented school model
Unique model experiences - ex: Eagle Quests, Choice Day
Mastery-Based Grading
Coaching toward student agency, purpose, and tenacity
World-class peers - we are looking for exemplary staff committed to pushing their practice, collaborating with peers, and being aligned with our mission and vision
Deep care about your personal and professional growth:
A clear pathway to professional growth
Consistent feedback and support from managers and teammates
Community Circle to build and strengthen our sense of team
Comprehensive and affordable medical, dental, and vision plans
403(b) retirement plan; iPrep offers contributions of up to 5% of your salary toward your savings
Competitive compensation
