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Front Office Operations Manager

4 months ago

Seattle, United States RVLA Full time
Do you have a passion for providing excellent customer service and enjoy delivering the first impression of an organization?

Are you someone who loves to build relationships and processes, be appreciated and trusted, and drive positive change?

If you're thinking, "YES I get my energy from being the go-to person when people need something taken care of," please read on.

We are looking for a Front Office Operations Manager who will set the tone of the front office. You will have the opportunity to build meaningful relationships with scholars, parents, admin and educators serving as a trusted mentor and guide while overseeing attendance records and keeping the front office and school operations running smoothly.

Keep Reading IF:

YOU ARE AN EXCELLENT RELATIONSHIP BUILDER. You are adept at fostering relationships with all stakeholders, able to leverage trust to earn staff, families, and scholar support. You seek to build relationships to avoid alienation and you are great at follow-up to prevent information gaps.

YOU ARE AN EXPERT AT ORGANIZATION AND PRIORITIZATION. You are unflustered when plans do not go as expected and are able to prioritize when multiple responsibilities are vying for your attention. You maintain a calm and professional demeanor, always guiding the ship with kindness.

YOU ARE RESOURCEFUL AND PROACTIVE. You take the initiative to identify and address issues without waiting for explicit instructions. You are willing to innovate and streamline processes independently, & have a keen awareness of the environment to enable the appropriate response.

If you have a sense of fulfillment in helping others and thrive in a fast-paced ever changing environment, check out HOW you'll impact scholars, families, educators, and community partners

ESSENTIAL JOB FUNCTIONS:

Within the first 30 days:
  • Following a one-week period of side-by-side training, acclimates to the front desk responsibilities of answering calls, greeting and attending to visitors with exemplary customer service skills to address inquiries, asking questions as needed.
  • Collaborate closely with teachers to ensure accurate and up-to-date attendance records daily and participate in daily morning huddles.
  • Facilitates attendance meetings where scholars with high absenteeism are discussed. Takes charge of gathering relevant information, ensuring reports are printed and reviewed, and collaboratively devises support plans.
  • Identifies commonly ordered items and places orders, streamlining procurement procedures for efficient operations.

2-3 months and ongoing:
  • Leads high-quality, data-driven attendance meetings with precision and expertise. Demonstrates strong leadership skills in facilitating productive dialogue and fostering collaboration among team members to achieve attendance goals.
  • Establishes and maintains a well-organized filing system, readily accessible and up-to-date in the main office.
  • Proactively identifies operational learning needs for the team and seeks opportunities to improve personal job performance.
  • Assesses the effectiveness of existing systems & proposes innovative solutions to streamline processes.

5 months and ongoing:
  • Demonstrates a commitment to attendance initiatives by actively implementing and leading efforts to improve attendance rates. Establishes and takes ownership of a clear incentive system, ensuring that all stakeholders are aligned and committed to the goal.
  • Is familiar with most, if not all, scholar's names, and has cultivated a rapport and personal connection that exudes care and support.
  • Proactively seeks out information and resources to address any gaps in knowledge or internal processes such as the ESD and the charter commission to clarify policies or procedures.

10 months and ongoing:
  • Has created a warm and welcoming atmosphere in the office, constantly ensuring it is well-run, organized, and friendly.
  • Has experienced key milestones through a full school year and has plans and identified things to improve & implement for the following school year.
  • Is planning for summer communication and back-to-school preparations and is driven to continue improving and contributing to the long-term development of RVLA.

EDUCATION, SKILL, EXPERIENCE:
  • 5+ years' experience in high-traffic front office administrator or coordinator position required
  • 3+ years' experience at a high-performing charter school highly preferred
  • Proficient at "wearing many hats," experience in multi-faceted jobs, and finds joy in flexibility and unpredictability required
  • Possesses strong communication skills both verbal and written required
  • Ability to clear fingerprints & background check with Puget Sound Educational Service District required
  • Systems-oriented with a strong adherence to protocols required
  • Excellent organizational skills & experience with children highly preferred
  • Experience with an evolving company, part of the change team and looking for a long-term position required
  • Sense of humor and unflappable personality, creative and fun energy, with a desire for process-improvement required

BENEFITS INCLUDE:

Competitive compensation based on experience and skillset

Paid vacation / Sick Leave / Paid Holidays / Medical, Dental and vision Insurance / 401k

WHO WE ARE:

Rainier Valley Leadership Academy is a public, tuition-free, charter school, providing an anti-racist collaborative community and rigorous education, while providing access to civic leadership and college success for all scholars in Seattle.

Our mission is to put every child on the path to success in college and career, leadership, and life. We pride ourselves on building and maintaining close relationships with each other, our community, scholars and families.