What are the responsibilities and job description for the Office Manager position at Jackson Hole Classical Academy?
Office Manager
Jackson Hole Classical Academy seeks a full-time Office Manager
Our Mission: Jackson Hole Classical Academy is a private, K–12 classical, liberal arts school in the historic
Christian tradition. Our mission is to cultivate within our students the wisdom and virtue necessary for
them to discover and fulfill their God-given potential and to contribute to a flourishing and free society.
We teach and promote classical and biblical literacy through Christ-centered, mission-driven faculty and
staff who are committed to the intellectual and moral formation of our students.
Mission Alignment: Jackson Hole Classical Academy operates in the historic Christian tradition. All
faculty, staff, and board members annually reaffirm their commitment to the Nicene Creed. During the
initial screening process, applicants are asked to affirm their agreement with the Nicene Creed, before
continuing in the application process.
Position Description: The Office Manager reports to the Head of School and serves as an essential team
member in the Office of Business Operations under the supervision of the Chief Financial Officer. The
Office Manager supports the Chief Financial Officer in key business, human resources, purchasing, and
technology tasks, to ensure that the people who deliver the school’s mission are well-supported and the
monies that sustain the school’s mission are well-managed. The Office Manager oversees front office
support staff, including Receptionist and Nurse, and recommends new procedures to increase efficiencies.
Duties and Responsibilities
Front Office Support Staff Oversight
- Oversees customer-service oriented front office support staff, including Receptionist and Nurse and drives a culture of continual improvement in the team through a goal-oriented framework.
- Coordinates team meetings to ensure consistency in application of best practices.
- Prepares and manages Front Office budget and operates within budget.
- Develops clear procedures for visitor and volunteer entry and exit from campus to ensure safety of campus perimeter.
- Coordinates with managers and partners in the Office of Business Operations to ensure operational alignment and best-in-class support to the school’s faculty, families, and students.
Financial Services Support
- Follows accounting procedures for the school’s payment processes for invoices received electronically or by mail.
- Follows accounting procedures for the school’s deposit processes for donations, fees, and tuition payments received electronically or by mail.
- Maintains the school’s petty cash account and ledger.
- Administers the school’s credit card program, including establishing new cards with the bank, overseeing internal controls over cardholder purchases, entering credit card receipts, and conducting monthly reconciliation review of cardholder charges.
Human Resources Support
- Runs process for on-boarding and off-boarding employees.
- Coordinates background check process for employees and contractors to include receipt of fingerprint cards from the state police and copies of documents to initiate background checks.
- Liaises with HR Partner and serves as initial point of contact for staff to answer basic human resources questions, including questions on paycheck stubs, W-2s, leave requests, benefits open enrollment periods, etc.
Technology support
- Manages disbursement and collection of school technology devices during on- and off-boarding.
- Provides security access codes and/or cards for new employees, substitute teachers, and approved third parties.
Other Administrative Functions
- Runs the teacher and staff substitute program.
- Purchases and maintains inventory of approved curricular materials.
- Oversees the smooth running of the school store and manages store volunteers.
- Trains and oversees parent volunteers and delegates tasks effectively to ensure high standards of volunteerism in support of the academic mission.
- Supports academy and public events, including set up and tear down, when requested.
- Performs other duties and projects as assigned by the Head of School or Chief Financial Officer.
Prerequisite Skills and Expertise
- Highest standards of integrity, sound judgment, confidentiality, and reliability.
- Strong interpersonal, relational, communication, and management skills.
- Customer-service disposition.
- Proficiency with software applications, including MS Office suite, QuickBooks, Google applications, including Google Drive and Forms, and other relevant systems.
- Proficiency with federal and state safety guidelines applicable to private schools.
- Excellent organizational and time management skills.
Education and Professional Experience
- Extensive and diversified background in operations with at least three years of related experience.
- Bachelor’s or Master’s degree in Business Administration or related field preferred.
Compensation
- Salary is commensurate with experience.
- Full-time benefits, including healthcare and IRA matching, are available.
Working Conditions and Expectations
- Work schedule typically aligns with the school calendar, including early mornings and occasional events outside school hours. When supporting events, the Office Manager is expected to work after hours and above 40 hours per week, as needed.
- Physical demands include standing for extended periods, lifting items up to 50 pounds, and working in a fast-paced environment.
