Office Manager

Job Description

Job Description

Salary: $20/hour Full Time

The Office Manager serves as the first point of contact for families, students, community partners, and visitors, playing a vital role in representing the mission, culture, and professionalism of the school through all in-person, phone, email, and online interactions.

This position supports the daily operations of the school by managing front office procedures, maintaining attendance and student records, upholding building safety protocols, coordinating communications, and providing administrative and executive support to school leadership. The Office Manager ensures efficient office systems, accurate documentation, and a welcoming, organized environment that supports student success and school-wide operations. This is an in-person, 12 month position with daily hours from 7:00am-4:00pm, Monday through Friday during the school year. Summer hours are 8:00am-3:00pm, Monday-Thursday. This position is paid at an hourly rate and time off, including holidays, is unpaid.

Job Responsibilities :

A. Office Management

• Maintain a professional, welcoming, and organized front office environment.
• Serve as the primary point of contact for visitors (family members, community partners)
• Answer and direct phone calls, providing support to callers as needed.
• Uphold building entrance safety and security protocols for all in-person visits.
• Manage student and guest entry/exit procedures.
• Enter attendance for students arriving late or leaving early.
• Distribute packages, deliveries, and mail on a regular basis.
• Maintain office supply inventory, including postage
• Assist with coordinating and ordering catering for school events as needed.
• Ensure the front desk area remains clean and orderly at all times.

B. Records Management

• Assist the Registrar in creating and maintaining student cumulative files.
• Input and update attendance records, including notes and changes.
• Pull attendance reports at the assigned times and contact families regarding absences.
• Send daily attendance communications as assigned by administration
• File and maintain required documentation in student cumulative files in accordance with school procedures.

C. Executive Assistant - School Leadership

• Maintain confidentiality
• Knowledge of PowerSchool, Google Suite and other software as required
• Manage calendars and schedule meetings as requested by school leadership.
• Assist with file management, data collection and entry.
• Support printing and distribution of student progress reports and other materials as needed.
• Assist with re-enrollment and state reporting requirements as assigned.
• Perform other duties as assigned by School Leadership.

Mission

• Prays with and for students, families and colleagues and their intentions.
• Models the example of Jesus, the Master Teacher, in what He taught, how He lived, and how He treated others.
• Participates in religious instruction and Catholic formation, including Christian services, offered at the school. Non-Catholic teachers are expected to participate to the fullest extent possible (e.g., non-Catholics would come forward to receive a blessing instead of Holy Communion in the Catholic Mass).

Professional Growth and Development

• Commits to lifelong learning and demonstrates a passion for ongoing professional growth and development.
• Maintains proper certification and licensure as required by the State of Indiana.
• Participates fully in faculty meetings and professional development meetings/in-services, contributes to school-wide goals, and supports colleagues and administrators in their own professional growth.
• Participates fully in the archdiocesan performance appraisal process for educators.
• Participates in spiritual retreats, days of reflection, and spiritual formation programs as directed by the principal and as required by Archdiocesan faith formation expectations.

Additional Professional Responsibilities

• Follows local protocol as published in the faculty/staff handbook, student/family handbook, and in other related policies, protocols, rules and regulations.
• Serves on school committees and in other capacities as directed by the school principal.
• Assists as requested with school fundraisers and development efforts.
• Prepares for, attends, and participates in Registration, Open House, annual fundraiser, graduation, etc. as directed by the school principal.
• Prepares, attends, and participates in job- specific events/programs/initiatives, etc.

5. Prepares, attends, and participates in grade level specific events/programs/initiatives, etc.

Ministerial Expectations

• Display of Gospel values, good judgment, and diplomacy and the safeguarding of confidential information are required. As the face of the school.
• Team Members are expected to be role models and are expressly charged with leading their students toward Christian maturity and with teaching the Word of God. The Seven Themes of Catholic Social Teachers can be found at -and-teachings/what-we-believe/catholic-social-teaching/seven-themes-of-catholic-social-teaching.cfm
• Displays a commitment to the Providence Cristo Rey educational philosophy and values
• Displays a commitment to the mission of the school as defined by the Mission Effectiveness Standards of the Cristo Rey Network.

Competencies Required:
These items are a high-level overview of competencies. For full details see annual review form.

• Communication : highly skilled in written and verbal communications including proofreading, editing, and interpersonal skills.
• Decision Making: Seeks out and considers relevant information and makes sound decisions based upon analysis, experience, and judgment.
• Initiative and Flexibility : Demonstrates initiative, seeks out additional responsibility, identifies problems and solutions, thrives on new challenges, and adjusts to unexpected changes.
• Relationship Building : Encourages cooperation, demonstrates interpersonal skills, establishes/maintains productive, respectful working relationships.
• Accountability : Accepts responsibility for work - monitors progress and results - while maintaining confidentiality
• Time Management : ability to remain organized and on schedule for all deadlines.
• Drives Quality and Excellence: Is self-directed, resourceful, and creative in meeting job objectives, while following through on commitments.
• Mission Alignment : A personal alignment with the mission of Providence Cristo Rey High School.
• Trust : Fosters a strong foundation of trust among team members to help create positive communication and community throughout the organization.

Outcomes/Measures of Success over next 12 months

1. Front Office Environment & Service: Maintain a professional and welcoming front office environment while also appropriately routing of inquiries within the same business day when possible.

2. Task Management & Productivity: Successfully manage and complete daily front office responsibilities (attendance entry, phone calls, mail distribution etc.) with minimal supervision.

3. Accuracy & Problem Resolution: Identify and correct attendance and other records errors within 24 hours of discovery and proactively communicate discrepancies to the appropriate department.

4. Communication: Respond to phone calls, guests and internal staff clearly and effectively including emails and other requests within one business day. Communicate clearly and professionally in all verbal and written correspondence.

Additional Education/Knowledge/Skills Requirements :

• A High School Diploma
• Minimum of 3 years of related experience or equivalent education
• Fluent in Spanish preferred
• Safe Parish Child Protection Training
• Criminal Background Check
• Ongoing professional development and faith formation