Office Manager (CA Candidate Pool)

Job Description

Job Description

Office Manager

Reporting to the Dean of Operations, the Office Manager supports the school leadership team to provide a warm, welcoming and organized environment. As the first person that people see when they arrive, the Office Manager is the face of the school and delivers first-class customer service to families, students, and other visitors. The Office Manager will also keep the office neat and organized, helping to ensure that daily operations run smoothly and set up and serve breakfast and lunch, ensuring that students have the fuel they need to learn every day. This includes organizing and maintaining food servery, maintaining all foodservice logos, and interacting with families in a positive manner.

Who We Are:

What if all students graduated high school with the knowledge, skills and habits they need to lead a fulfilled life? This is the question that guides our mission at Summit Public Schools.

To collectively prepare a diverse community of young people with the skills, knowledge, and habits to attain economic empowerment and success in a chosen concrete next step toward a fulfilled life. We operate 10 schools serving over 3,300 students in the Bay Area and Washington state. 100% of Summit graduates are college ready and Summit graduates complete college at double the national average.

We need exceptional, diverse, and mission-aligned teachers to join our team to help prepare our students for a fulfilled life. Join us!

What You’ll Do:

Engagement

• Greet visitors at the front desk and create a warm and welcoming environment.

• Ensure a welcoming, orderly, responsive, and open school; this includes responding to public inquiries, answering phones and emails, taking messages, checking voicemails, sending robocalls/robotexts, maintaining school apps (i.e. ParentSquare), responding to questions and concerns from families and students, and assisting faculty with inquiries.

• Greet and sign guests in and out, ensure they have proper identification while on site, and monitor access to the school campus.

• Communicate effectively with students, families, and colleagues; draft family-facing communications.

• Participate actively when needed in department meetings, faculty meetings, and other team meetings;

• Implement and enhance the school’s systems and culture.

Student Meal Programs

• Manage daily breakfast and lunch service. This includes administering National School Breakfast and Lunch programs, supervising daily deliveries, operating point of sale, ensuring meal compliance, and completing required paperwork.

• Manage student snacks for after school or enrichment programming.

Main Office Management

• Ensure the front desk area is welcoming, professional, clean, and organized.

• Manage mail: Receive, distribute, and prepare mail and shipments.

• Manage the collection and maintenance of student, personnel, and school information: Receive forms and paperwork, track missing forms, collect immunization documents, manage databases, update contact information, keep records current, etc.

• Maintain school supply systems, manage storage areas, and assist with inventory control.

• Maintain office equipment and ensure that the copier, fax and postage meter are always in working order.

• Manage school communications with service providers and vendors.

• Coordinate distribution of student and faculty technology including laptops, headphones, and chargers.

• Coordinate on-site components of school financial systems such as purchase orders, payroll records, grant reports, and financial forms.

• Collect payments for meals and other charges and provide receipts for each transaction.

• Support student recruitment and enrollment (i.e. process new student applications, assist with tabling at student recruitment events).

• Support with filing and data entry.

• Assist School Leaders with additional duties as needed.

Support Whole School Systems and Events

• Manage school wide daily systems.

• Process late arrivals and early dismissals and follow up with families of absent students.

• Maintain daily attendance reports and verify teacher daily attendance; prepare weekly attendance reports.

• Support Dean of Operations with state attendance reporting and compliance

• Help to plan and manage logistics and preparations for school events and activities as needed (make photocopies, set up for special events, make phone calls to confirm attendance, etc.);

• Participate in necessary school wide duties for the safe and effective functioning of the school (i.e. occasional supervision of hallways, arrival/departure transitions, chaperoning in a field trip, etc.).

• Support facilities maintenance through collecting feedback, completing walkthroughs, and submitting tickets for ongoing repairs and maintenance.

School Specific: Family and External Engagement

• Plan, organize, and facilitate parent organization meetings at least once per month.

• Support the Dean of Culture and Instruction with organizing fundraising platforms and soliciting donations.

• Run the school social media platforms, with support from the Executive Director.

What You Need:

Key Qualities and Skills

• Commitment to uphold Summit’s values, belief that all children deserve a rigorous and equitable education that prepares them for college and for life.

• Bachelor’s Degree is preferred.

• Prior School and/or Office Experience is strongly preferred.

• An ability to obtain a CA Food Handler certificate within 30 days of hire.

• Fluency in English and Spanish is preferred.

• Proficiency in Google Platforms, including Google Drive, Google Sheets, Google Docs, and Google Slides.

• Clear health and background check.

Who You Are:

About You

• You maintain high expectations for all students and believe all students can find success in school, college, and life.

• You exude a service-oriented mindset and enjoy playing a role in ensuring students, families, and school communities have positive, supportive, and joyful experiences and interactions at school.

• You thrive while collaborating and are excited to work with your colleagues. You find positivity in sharing successes.

• You share our vision to reimagine what schools should be and are excited to make an impact on the public education landscape.

• You are positive and resilient in the face of big challenges.

• You possess outstanding organizational skills and have a passion for the details.

• You are empathetic and culturally competent. You’re open to having hard conversations.

• You thrive in innovative environments, and are comfortable with the ambiguity that can come with a dynamic and progressive workplace.

• You’re committed to continuous improvement, see feedback as a positive, and have a growth mindset.

What You Get:

In addition to joining a highly motivated team and engaging in meaningful work, you’ll have access to a comprehensive suite of benefits including a retirement plan, paid time off for federal holidays, organization-wide closures, and school-site closures and a personal leave bank of 2 days (16 hours) per year. You will have access to multiple health, dental, and vision plans at 25% cost (we cover the other 75%) and employee life and disability insurance. Our compensation policy strives to be equitable and transparent. The salary for this position starts at $23.68 and goes up to $29.77 per hour commensurate with experience and qualifications.

Summit is an equal opportunity employer. We believe that diversity, equity, and inclusion are directly intertwined with education. We are ALL better when we are able to bring our whole selves to work and honor each other’s voices across identities, cultural backgrounds, and life experiences. We welcome and encourage applications from individuals who are members of historically marginalized communities. Spanish language proficiency is a plus.