Office Manager (KCMO)

Job Title: Office Manager

Reports To: School Leader (Recovery)

Location: KCMO and STL (1 position each)

Work Schedule: Mon-Fri, 8am-4pm; follows Admin work calendar

Salary: $44-52K

The Office Manager serves as a welcoming, organized, and reliable presence, ensuring that front office operations reflect Vivo's commitment to safety, equity, and recovery-centered practices. The Office Manager oversees the activities of the front office of the school, including day-to-day communication, attendance documentation, enrollment/registration, clerical, translation, and logistical tasks. This position also performs day-to-day office and business tasks such as uploading invoices and managing mail. Other tasks and duties relevant to school administration may also be performed.

JOB DUTIES AND RESPONSIBILITIES

• Communicate effectively with students, families, colleagues, and visitors:
  • Maintain inviting yet professional lines of communication
  • Respond or initiate communication with individual families
  • Respond to family concerns promptly and effectively
• Create a welcoming, calm, and professional front office environment that reflects Vivo's values
• Respond to family inquiries and concerns promptly, thoughtfully, and with a solutions-oriented approach
• Manage the main phone line and general email inbox, ensuring timely and accurate communication
• Coordinate interpretation and translation services to ensure equitable access for all families
• Support student application, enrollment, and onboarding processes with accuracy and care
• Maintain up-to-date student and family records, ensuring confidentiality and compliance
• Track and follow up on missing documentation in a supportive and organized manner
• Oversee attendance systems to ensure accurate daily records and reporting
• Greet all visitors, manage sign-in procedures, and uphold school safety protocols, including controlled access and authorized student release
• Manage incoming and outgoing mail, including school-wide communications
• Maintain organized, compliant filing systems for student and organizational records
• Support basic student health needs (e.g., minor first aid, medication administration) when clinical staff are unavailable, in accordance with policy
• Assist with student safety and preparation for field trips, including coordination of medical and dietary needs
• Process invoices, bills, and reimbursements in a timely and organized manner as needed
• Support basic financial operations, including bill payment and documentation
• Maintain adequate inventory of office, janitorial, and first aid supplies
• Support meal service logistics to ensure an orderly and respectful student experience
• Collaborate with staff to plan and execute school events and activities, contributing to a strong, connected school community

QUALIFICATIONS

Qualifications (Required):

• Strong commitment to the mission, vision, and design principles of Vivo Schools
• Associates' Degree or higher (or relevant experience)

• Background Check (Fingerprint) Clearance

Qualifications (Preferred):

• Several years of experience in charter school office management or support, or administrative or operational experience 

THE VIVO OFFICE MANAGER:

• Has a minimum of two years administrative, operational or related experience (strongly preferred)
• Is dedicated to educational success for all students
• Is an excellent communicator and collaborator
• Is hard-working and committed to constant growth and reflection as a professional through regular coaching and professional development
• Brings professionalism and positivity to their work and into our adult community
• Assumes the best in others and is willing to have courageous conversations in order to do what is best for students
• Has high expectations and a willingness to hold themselves and others to those expectations

Equal Employment Opportunity / Non-Discrimination Statement:

Vivo Missouri is an equal opportunity employer. We are committed to providing a workplace free of discrimination and harassment based on race, color, religion, creed, sex, sexual orientation, gender identity or expression, age, national origin, ancestry, disability, pregnancy, genetic information, or any other characteristic protected by applicable federal, state, or local law. All employment decisions—including hiring, promotion, compensation, benefits, training, discipline, and termination—are made without regard to these protected characteristics.