Office Services Manager

Campus Office Manager

Salary: $16.00/hr + commensurate work calendar for the 24-25 school year.

Job Function

The Campus Office Manager (COM) under the direction of the Campus Leadership will manage and coordinate the daily operations of the school front office, providing high-level administrative, operational, and customer service support to the Principal, staff, students, families, and visitors. The COM will serve as the lead office professional and receptionist for the campus, ensuring efficient office operations, exceptional customer service, accurate recordkeeping, and a welcoming, responsive environment for all stakeholders.

Duties

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following. Other duties may be assigned:

• Office Operations and Administrative Management: (a) Organize, prioritize, and manage the daily work and activities of the school office to ensure efficient and effective campus operations. (b) Coordinate and monitor office procedures, workflows, and systems to support the instructional and operational needs of the campus. (c) Perform advanced administrative and secretarial support for the Principal, including preparation of correspondence, reports, evaluations, presentations, bulletins, announcements, and confidential materials. (d) Maintain and coordinate calendars, campus master schedules, handbooks, work orders, appointments, meetings, and special events. (e) Prepare requisitions, process purchase requests, assign budget codes, monitor available funds, verify receipt of materials, and support campus budget and activity fund management. (f) Maintain office and instructional supplies and coordinate purchasing and inventory needs. (g) Process and distribute incoming mail and campus communications. (h) Ensure school bells and other campus operational systems are set and functioning properly. (i) Maintain communication and coordination with district departments and other campuses.
• Customer Service and Reception: (j) Serve as the lead receptionist and primary point of contact for the campus, greeting visitors, answering phones, responding to inquiries, and directing individuals appropriately. (k) Provide exceptional customer service to students, families, staff, and community members in a professional, courteous, and solutions-oriented manner. (l) Support front office reception functions, including visitor management, front desk coverage, and assistance with campus communications. (m) Serve as a resource regarding school and district procedures, policies, and general information. (n) Foster a welcoming, organized, and service-oriented front office environment.
• Personnel and Campus Support: (o) Arrange substitute coverage as needed and orient substitutes to campus procedures and expectations. (p) Maintain attendance records and process monthly and bi-weekly transmittals, supplemental pay forms, absence/duty reports, and other payroll-related documentation. (q) Support campus staffing operations and personnel-related documentation.
• Student Records and Compliance Support: (r) Maintain student and staff records, including registration, attendance, transcripts, confidential files, and other required documentation. (s) Assist in compiling information and preparing reports required for campus, district, and compliance purposes. (t) Support student enrollment, withdrawals, records requests, and other front office student service functions as assigned. (u) Perform bookkeeping duties related to campus budgets and activity funds in accordance with district procedures. (v) Support purchasing, invoicing, reconciliations, deposits, and other financial processes as assigned.
• Leadership and Additional Duties: (w) Support the Principal in coordinating office operations and problem-solving day-to-day campus needs. (x) Provide guidance and support to office staff to ensure efficient and customer-focused service delivery. (y) Assist with special projects, campus events, emergency procedures, and operational needs. (z) Directly supervises the campus front office staff in alignment with the campus principal. (aa) Anything else as assigned by supervisor.

Requirements

Education/Certifications

• High school Diploma or equivalent required, business or administrative training preferred.

Knowledge & Skills

• Demonstrated knowledge of school or district operations, office administration, and administrative procedures.
• Demonstrated ability to type/keyboard accurately at 60 wpm or greater.
• Team-oriented with outstanding interpersonal skills, strong customer service and communication skills.
• Demonstrated proficiency in Microsoft Office and other applicable software systems.
• Knowledge of office procedures, bookkeeping practices, and standard office equipment.
• Demonstrated creative problem solver with the humility to ask for help when needed.
• Self-starter with a strong sense of integrity and professional conduct.

Preferred Experience

• Ability to manage multiple priorities, maintain confidentiality, exercise sound judgment, and work independently.
• Strong organizational skills, attention to detail, and problem-solving abilities.
• Ability to supervise staff and support a positive, service-oriented office culture.