Office Manager

5 days ago

Arlington, United States The Sycamore School Full time

The Sycamore School, an independent private nonprofit secondary school in Northern VA seeks an Office Manager. The ideal candidate will be a Type A personality, very detail-oriented, with excellent organizational and communication skills. They will assist with front desk duties, being a friendly and helpful presence to staff, students, parents and visitors. Additional duties include attendance, providing admissions support, facility maintenance management, and emergency procedures and medication management. Please provide a cover letter along with your resume and application.


The Sycamore School is an independent private nonprofit secondary school in Northern VA that focus on purposeful learning. We offer an engaging self-paced program, where students attend small classes that focus on skills-based instruction and project-based learning, allowing students to make connections across content areas. We use technology creatively to keep students engaged in the classroom and remotely. Our application of Universal Design for Learning allows students to access the curriculum using their strengths. Through integrating academic development, social-emotional development and civic engagement across the curriculum, students participate in activities that promote mindfulness, creative problem-solving, and pragmatic applications. Students have opportunities to apply learned skills to real-world experiences through partnerships with the community.


Responsibilities:

Front desk duties

  • Maintain a positive and welcoming presence at the front desk
  • Handle staff, student, and parents needs as they come up
  • Greet all visitors
  • Answer phone - field and screen calls, take messages, keep on top of communication
  • Speak knowledgeably about the school to parents, professionals, and other community members
  • Responsive to parent emails and calls.
  • Ensure that all visitors sign in and wear a name tag
  • Accept mail, packages, and deliveries; ensure that they go to the proper recipient
  • Administer medications to students
  • Point person to manage sick students, first aid needs, and medication management
  • Escort students downstairs if needed
  • Alert staff about emergencies
  • Support Head of School, staff, students, and parents - be a helpful presence
  • Handle office and parking fobs/passes

Admissions

  • Assist our Director of Admissions and Advancement on incoming applications

Attendance

  • Responsible for tracking and maintaining accurate attendance for students
  • Run daily reports to verify attendance.
  • Run weekly attendance reports on excessive absences and tardies and email it to counselors and the head of school.
  • Record late arrivals/early dismissals
  • Alert Administration and Counselors of excessive absences or tardies.

Emergency Procedures

  • Disseminate updated emergency procedures info to staff; keep staff binders up-to-date
  • Keep first aid kits and medical equipment up-to-date
  • Take weekly inventory of materials
  • Order new materials as needed
  • Keep updated records of student and staff allergies, conditions, and medications
  • Keep staff CPR, First Aid, and MAT/EMAT training up-to-date
  • Ensure that staff going on field trips take an emergency bag that contains any necessary medications, emergency contact info, and a first aid kit

Facility Maintenance

  • Facility upkeep/operations - keep track of maintenance requests; coordinate with building staff to address and resolve maintenance issues or report back if the job needs to be outsourced.
  • School supplies and upkeep – keep the school stocked in supplies; keep the facility looking clean and tidy (can delegate tasks)
  • Point person for SWAG & Spiritwear; prepare swag bags for new students and employees; keep track of inventory and order new merchandise in a timely fashion when running low

SIS management & maintenance

  • Maintain student records
  • Keep track of enrollment and re-enrollment docs; review them once they are submitted and check for incomplete docs; email parents requesting missing documents.
  • Keep track of physicals and immunization records and reporting.


Qualifications


  • Excellent organizational skills
  • Experience with administrative and clerical work and Proficiency in Microsoft Office suite
  • Strong communication skills
  • Strong ability to multitask
  • Friendly, upbeat, and professional demeanor
  • Spanish speaker a bonus

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