Front Office Manager

Job Description

Job Description

Role and Responsibilities
Reporting to the Operations Manager and Principal, the PSOE Office Manager will assist in the institution’s management of front office relations, student records, school data, and school events. They will develop deep operational knowledge of site-based office management, business management, reporting requirements, and process-driven accountability.

Responsibilities
Leadership

• Contribute to a strong operations team: serve on school committees; seek participation and involvement with direction for both ongoing local operations as well as state and federal operating obligations.
• Act with the Administrative Assistant as a professional advisor to the Operations Team on all aspects of school office activities.
• Identify, assess, and inform the Operations Team of internal and external issues that affect the organization.
• Foster effective teamwork between the front office and the Operations Team and between the Operations Team and staff.
• In addition to the Operations Manager, the Office Manager will be prepared to act as a spokesperson for the organization’s office operations.
• Abide by all PSOE frameworks as approved by the CEO and as noted in the staff handbook.
• Assume all roles as delegated for a variety of administrative functions for the purpose of managing the administrative workload more efficiently.
• Maintain ongoing, consistent communication with PSOE leadership as noted in the school’s leadership frameworks.
• Actively engage and energize PSOE volunteers, board members, event committees, stakeholders, partnering organizations, and funders.
• Utilize effective systems as delegated to manage the school office, troubleshoot problems, track progress, and regularly evaluate workflow components, so as to measure progress in a way that can be effectively communicated to the Operations Team.

Program planning and management

• Assist in the implementation of the organization's operational programs and services.
• Contribute to the organization's mission and reflect the priorities of the school.
• Monitor the day-to-day performance of the front office to maintain or improve quality.
• Be prepared to assist in the planning, implementation, execution and evaluation of special projects.
• Assist with the care of the physical plant, ensuring quality care of the facility.

Human resources planning and management

• Support the intake of new students, parents, and staff.
• Assist in the implementation of the human resources intake and management process, including procedures and practices outlined in the job descriptions for all staff.
• Establish a positive, healthy and safe work environment in accordance with all appropriate legislation and regulations.
• Be prepared to assist all staff with elements of orientation and organization.

Financial planning and management

• Assist in the research of potential funding sources, along with the development of fund raising plans.
• Participate in fundraising activities as appropriate.
• Ensure that sound bookkeeping and accounting procedures are followed.

Fundraising & Communications:

• Deepen and refine all aspects of school communications—from web presence to external relations with the goal of creating a stronger brand.
• Use external presence and relationships to garner new opportunities.

Planning, Replication, & New Business:

• Establish good working relationships and collaborative arrangements with community groups, funders, politicians, and other organizations to help achieve the goals of the organization.
• Be an external local and national presence that publishes and communicates program results with an emphasis on the successes of the local program as a model for regional and national replication.

Qualifications and Education Requirements
The Office Manager will be thoroughly committed to the PSOE mission. All candidates should have proven leadership, and relationship management experience. Concrete demonstrable experience and other qualifications include:

• Associate’s degree or equivalent, with management experience preferred; track record of effective leadership; ability to point to specific examples of having developed and operationalized strategies that have taken an organization to the next stage of growth.
• Unwavering commitment to quality programs and data-driven production.
• Excellence in organizational management, with the ability to manage multiple tasks, and set and achieve strategic objectives.
• Strong marketing, public relations, and fundraising experience with the ability to engage a wide range of stakeholders and cultures.
• Strong written and verbal communication skills; a persuasive and passionate communicator with excellent interpersonal and multidisciplinary project skills.
• Action-oriented, entrepreneurial, adaptable, and innovative approach to planning.
• Ability to work effectively in collaboration with diverse groups of people.
• Passion, idealism, integrity, grit, positive attitude, mission-driven, and self-directed.
• Annual training and/or professional development is required for all PSOE employees. Job-specific training is identified and scheduled by the School Principal or direct supervisor in partnership with Paramount C-suite.

Preferred Skills

• Proficiency in modern business technology applications.
• Knowledge of leadership and management principles as they relate to non-profit/ voluntary organizations.
• Knowledge of all federal and provincial legislation applicable to charter organizations including: employment standards, human rights, occupational health and safety, charities, taxation, CPP, EI, health coverage etc.
• Knowledge of current community challenges and opportunities relating to the mission of the organization.
• Knowledge of human resources management.
• Knowledge of financial management.
• Knowledge of project management.

Additional Notes
Working Conditions and Physical Requirements: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. This position requires the ability to occasionally lift office products and supplies, up to 25 pounds.

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling; and significant fine finger dexterity. Generally, the job requires 40% sitting, 20% walking, and 40% standing. This job is performed in a generally clean and healthy environment.

Must have the ability to sit and stand for extended periods of time; exhibit manual dexterity to dial a telephone, to enter data into a computer; to see and read a computer screen and printed material with or without vision aids; hear and understand speech, outdoors and on the telephone; speak in audible tones so that others may understand on the telephone; physical agility to lift up to 25 pounds to shoulder height and to bend, stoop, climb stairs, walk and reach overhead.

Work Environment: The work environment characteristics described here are representative of those an employee may encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The Office Manager usually works in a school and office environment, but the mission of the organization may sometimes take them to non-standard workplaces. The Office Manager works a standard workweek, but additionally will work evening, weekends, and any additional hours necessary to accommodate activities such as Board meetings and representing the organization at public events.

This job description in no way states or implies that these are the only duties to be performed by this employee. The employee will be required to follow any other instructions and to perform any other related duties as assigned by the Principal. Paramount Schools of Excellence reserves the right to update, revise or change this job description and related duties at any time.