Office Manager

Purpose

The Upper School Office Manager will perform a wide variety of office functions, and assist the Upper School Administration in supporting the overall operations of the division.

Essential Job Functions

• Supports the School’s mission statement and the philosophy of the department and adheres to School policies and procedures, including but not limited to what is outlined in the Employee Handbook
• Ensures accuracy of all student information and prepare diplomas for Commencement
• Prepares and sends emails on behalf of the Head of Upper School or the Assistant Heads of Upper School to various members of the community, ensuring accuracy, privacy, and confidentiality with all sensitive and pertinent information
• Manages student departures for appointments and off campus meetings which includes communicating with parents for explanations and permission
• Prepares and deliver notices of meeting times (Blue Slips) to students throughout the day for all administrators, college counselors, academic deans, teachers and the attendance officer
• Collects and manage forms from Athletics, class and senior photos, permission slips, community service, class trip and school activities, yearbook, health, school payments and early/late arrival to school
• Supports the Division with the retaining, scheduling, and supporting of substitute teachers
• Manages and maintains the Upper School office email account regularly throughout the day; respond and provide an answer/explanation to any questions whenever possible and appropriate
• Maintains an adequate inventory of office supplies in the workroom and order photocopy paper as needed
• Answers the phone and manages inquiries from students, parents and others who contact the Upper School via telephone in a timely and accurate fashion; respond and provide an answer/explanation to any questions whenever possible and appropriate
• Assists the Attendance Officer in gathering information for all absences and tardies as parents call. Fill in for the Attendance Officer in their absence
• Interfaces with the Finance Office to process Upper School expenditures and student billing, including tracking and processing invoices, faculty reimbursements, club dues/merchandise, student ID’s and dress code items
• Provides all club sponsors with budget information (codes, current balance, etc..) and communicates all issues related to club billing
• Works with Senior Class and Student Council on all expenditures for special events
• Reconciles the monthly credit card statement for the Head of Upper School
• Monitors department expense lines and club accounts on a regular basis
• Assists with and coordinates the planning of commencement, including venue selection and contract negotiations, ordering diplomas and gowns, honor society cords, sashes and special tassels, and Faculty regalia
• Coordinates VIP room and gowns/regalia and special requests for Board of Trustees and special guests
• Collaborates with the Fine Arts department on the timing and flow of music for the event
• Collaborates with the Marketing department on program creation and signage
• Organizes and assists in the running of rehearsal and serves as on-site lead and run-of-show coordinator
• Performs other duties and responsibilities as assigned by the Department Supervisor or their designee
  
  

Job Qualifications

Education

Experience And Qualifications

High School Degree required, Bachelor’s degree preferred

3 to 5 years’ experience working as an office assistant, receptionist or similar type of work.