Office Manager

2 weeks ago

Long Island City, United States Growing Up Green Charter School Full time

**Office Manager (LIC)**

**Mission Statement**:The Growing Up Green Charter School (GUGCS) supports children to be conscious, contributing members of their community through a rigorous, anti-racist, anti-bias, curriculum and an engaging green culture. Graduates of GUGCS will be prepared to attend high-performing schools where their interdisciplinary academic foundation, knowledge of sustainability, and strong sense of self sets them apart as leaders and social justice advocates of the future.

**School Culture**: GUGCS teaches students our school culture through the acronym GREEN: Giving, Respect, Empower, Embrace, and Nurture. Students are taught the expectations of our GREEN culture through assemblies, class meetings, and various lessons.

**Operations**:GUGCS is seeking a school Office Manager to join the main office operations team. The Office Manager is an integral part in the daily functioning of our school, providing administrative support to our staff, students, and families. The Office Manager will be responsible for overseeing all purchasing processes, managing office inventory, supporting substitute teachers in the building, and being a point of contact for families, visitors and vendors. In addition, this individual will track trends in student attendance and reach out to families as needed. The role also includes supporting student enrollment, managing student records, and supporting various school and office tasks and projects.

**Office Manager Overview**
- Oversee all purchasing procedures and protocols, including vendor contact, creating purchase orders, and communicating about all steps of the process for our Middle Sschool.
- Answer phones, screens and directs large volume of calls, maintain professional and courteous phone manner
- Maintain welcoming office environment
- Check in and set up substitute teachers
- First point of contact for parents, visitors, and vendors
- Supports students on a daily basis
- Support with first line IT support for student and staff computers
- Placing maintenance phone calls as issues arise
- Supporting all school-wide events, including Picture Day, Lice Checks, etc.
- Point person for all office machines (copiers, fax, printers, etc.)
- Handles all mail processing (USPS, FedEx, UPS, etc.) including postage and distribution
- Sets up employee mailboxes, room signs, hallway passes and building signs
- Assists with Fire drills and Lockdown drills
- Manages office supply inventory; orders office supplies
- Oversee Office Assistant

**Student Records & Enrollment**
- Primary receiver of all student records
- Manage all student files and databases
- Receiving, filing and inputting doctor’s notes into the school system
- Logs and tracks all student immunization & physical examination dates
- Compile and monitor daily student attendance data, including tardies; ability to notice trends and sends out letters to families if student attendance exceeds a certain amount of incidences
- Contact families to verify absences
- Maintains student waiting list for enrollment
- Conducts district verifications for lottery and enrollment
- Assists Operations Manager with School Food service and tracking
- Update and monitor daily dismissal list
- Follow up with students out of uniforms
- Weekly Attendance Report, attendance letters, and scheduling attendance meetings
- Setting up parent notifications (attendance/tardy/uniform)

**Qualifications**
- Strong commitment to Growing Up Green Charter School's mission and green theme
- Demonstrated ability to work collaboratively
- Excellent organizational skills
- Ability to work in a fast-paced environment
- Experience working with kids, especially middle school age is a plus
- Previous database experience preferred
- At least two years administrative experience, preferably in an educational setting
- Superb time management skills
- Proficient experience with Microsoft, Google Suite, and exceptional computer skills
- Maturity, sense of humor and strong work ethic
- Bilingual (Spanish) ideal, but not required
- Salary range is $50,000- $55,000

**Education**
- Bachelor's Degree from an Accredited College or University
- Required Certificates & Licenses: NYC DOE/Fingerprinting & Background Clearance

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