OFFICE MANAGER

Job Description

Job Description

Position: Office Manager | 12 Month

Reports to: Director of Operations

Position Overview:

Chicago Tech Academy is an innovative, non-profit contract high school that leverages STEM curriculum and real-world learning opportunities to change the lives of underserved youth. Our mission is to educate, empower and connect a diverse generation of entrepreneurial thinkers to discover their passions, succeed in college and careers, and thrive in a digital world. We partner with many of Chicago’s leading technology companies to bring internship, mentoring and project-based learning opportunities into our school.

The Office Manager is responsible for providing a superior level of customer service and maintaining accurate student data including enrollment and transfer information, attendance and medical compliance, providing clerical support to the school’s leadership team, serving as the school’s office manager and communicating information regarding activities or in response to requests, and providing for timely and accurate distribution of information.

Core Responsibilities:

Customer Service:

• Promote and maintain a positive and effective school climate by ensuring all interactions with staff, students, parents, and the public at large are prompt, efficient, helpful, and friendly.

• Establish and maintain a professional, cooperative working relationship with all stakeholders including but not limited to parents, students and staff, and guests.

• Ensure that visitors are greeted, served immediately and welcomed to ChiTech in a polite and professional manner.

• Manage the inventory and sales of school uniforms

School Registrar:

• Acts as the school’s expert in CPS information systems and reporting. 

• Maintain complete and accurate paper and electronic files for all students and ensure that they are reviewed annually.

• Ensure that student files, including medical forms and FIIF data are updated and submitted by CPD designated deadline.

• Responsible for the student transfer process including but not limited to scheduling exit interviews, providing parents with all necessary transfer documents, sending students records to the receiving school and completing the process in the CPS Impact System.

• Assist with the student enrollment process throughout the school year

Student Attendance:

• Serve on the school attendance team and ensure that attendance records and data are updated and submitted through the appropriate data platforms.

• Manage daily parent/guardian communications through phone, text and/or email.

• Update the school’s internal attendance report for submission to school leadership.

• Schedule parent meetings as needed/requested.

Office Management:

• Responsible for managing the operations of the school’s main office.

• Responsible for ensuring that the main office is neat, organized and clean. Maintain complete sets of commonly used forms for staff and families.

• Receive and distribute incoming mail. Ensure that all confidential documents are secure and delivered to the appropriate party in a timely manner.

• Responsible for ensuring that the school’s supply closet is fully stocked, inventoried, clean, and organized.

• Answer phones, redirect inquiries and relay messages to staff in a timely manner

• Process student fee payments and communicate with parents about past due balances.

Operational Responsibilities:

• Assist with the scheduling, planning and successful execution of all school special events which include, but are not limited to open house, student orientations, parent orientations and report card pick ups.

• Manage logistics for internal and external events including, but not limited to securing transportation, planning meals, preparing and collecting permission slips and funds, etc.

• Ensure frequent and timely notification to parents of school events via phone, email, and notices home.

• Respond to and resolve all maintenance and service requests.

• Maintain an up to date school and compliance calendar.

Key Characteristics:

• Commitment to Equity: Passionate about ensuring that every child, regardless of background or circumstance, receives an excellent education

• Leadership: Coaches, mentors, and challenges others to excel despite obstacles and challenging situations. Builds positive relationships in and out of the organization. Demonstrates a passion for and commitment to the mission of Chicago Tech. 

• Focus on Data-Driven Results: Makes informed decisions to improve organizational outcomes by utilizing a data-driven approach

• Innovative Problem-Solving: Approaches work with a sense of possibility and sees challenges as opportunities for creative problem solving; takes initiative to explore issues and find potential innovative solutions

• Teamwork: Increases the effectiveness of surrounding teams through collaboration, constant learning and supporting others; sensitive to diversity in all its forms; respects and is committed to learning from others. Able to take direction from multiple people. 

• Dependability: Does whatever it takes to consistently deliver with high quality under tight deadlines. Ability to maintain confidentiality.