Office Manager

The School Administrative Assistant/Office Manager supports the daily operations of the school by managing  office functions, supervising office personnel, coordinating administrative processes, and serving as a key liaison among students, parents, staff, vendors, and school leadership. This position ensures efficient office operations while assisting the principal with organizational, compliance, and operational responsibilities.

Skills, Education, and Experience Required:

• Work collaboratively in a team environment with a spirit of cooperation and as a relationship builder.
• Display excellent communication skills including presentation, persuasion, and negotiation skills required in working with guests, vendors, and coworkers and including the ability to communicate effectively and remain calm and courteous under pressure.
• Display engaging interpersonal skills including the ability to think and act strategically, provide sound judgment, and provide a positive and energetic attitude.
• Provide systematic and dependable follow-up, as well as a high level of organization and preparedness. Licensed Notary Public Florida preferred.
• College degree required.
• Administration or business degree preferred.

Job Responsibilities:

• Office Administration 
• • Manage the daily operations of the school office.

• Maintain student and employee records in compliance with applicable regulations.

• Oversee incoming calls, emails, visitors, and correspondence.

• Prepare reports, letters, forms, meeting agendas, and other administrative documents.

• Coordinate administrative school calendars, appointments, events, and facility schedules.

• Order and maintain office supplies and equipment.

• Contact vendors as needed

Personnel Supervision

• Supervise and provide directions to office staff, receptionists, and administrative support personnel.

• Assist with scheduling, training, onboarding, and performance monitoring of administrative staff and local

hires as needed.

• Ensure office procedures are consistently followed.

• Delegate office tasks and monitor completion in collaboration with administration.

Student and Family Services

• Serve as the primary point of contact for parents, students, and community stakeholders.

• Assist families with enrollment, registration, attendance, and records requests.

• Coordinate communication regarding school events, policies, and procedures.

• Address routine parent concerns and refer complex matters to the principal.

Financial and Operational Support

• Process state scholarships, tuition payments, and expense documentation.

• Maintain vendor relationships and coordinate service requests.

• Support fundraising and special event logistics as assigned.

Compliance and Records Management

• Maintain confidential student, employee, and school records.

• Assist in ensuring compliance with accreditation, state, conference, and school requirements.

• Prepare documentation for state audits, inspections, and reporting deadlines.

• Monitor school required forms, licenses, certifications, and compliance records.

Leadership and School Operations

• Serve as the administrative lead in the principal’s absence for routine office matters.

• Participate in leadership meetings

• Maintains confidentiality and exercise sound judgment.

Key Competencies

• Leadership and team supervision

• Communication and customer service

• Organization and time management

• Problem-solving and decision-making

• Recordkeeping and compliance

• Financial and operational administration

• Confidentiality and professionalism