Middle & Upper School Office Manager & Executive

2 weeks ago

Mountain View, United States Khan Lab School Full time

**KHAN LAB SCHOOL**
Founded in 2014 by Salman Khan, Khan Lab School (KLS) is a K-12 school located in the heart of Silicon Valley. Serving approximately 300 students across two campuses, KLS is grounded in a mastery-based learning model. This approach focuses on learning outcomes that matter most and evaluates student growth with meaningful metrics rather than traditional letter grades. Khan Lab School is also an incubator that spins out new programs and also provides a test environment for products such as Khan Academy's Khanmigo.

**Established**:2014
**Lower School Enrollment**:150 students
**Upper School Enrollment**:135 students
**All School Faculty & Staff**: 55
**Sports Teams**: Basketball, Cross Country, Volleyball
**School Mascot**: Condor
**Affiliated Organizations**:Khan Academy, Schoolhouse.world, KLSWichita.org

**POSITION**:Middle & Upper School Office Manager & Executive Assistant

**REPORTING LOCATION**:Khan Lab School's Mountain View Campus at 1200 Villa Street, Mountain View, CA 94041.

**SCHEDULE**:Mon. - Fri., 8:00am - 4:00pm PST, and some nights and weekends for school events, as required.

**SPECIFIC JOB DUTIES & RESPONSIBILITIES**:
**Office Manager Job Duties & Responsibilities**:
**Campus Management**:

- Manage the Upper & Middle School’s coverage schedule for non-faculty operations, ensuring that the area is always staffed.
- Responsible for the Upper & Middle School front desk, greeting area, and the school’s overall first impression for visitors, parents, and students.
- Support and direct all visitors upon arrival.
- Answer and direct all incoming Upper & Middle School phone calls.
- Maintain all aspects of the Upper & Middle School’s shared spaces and supplies including re-stock and re-order supplies, take weekly inventory, place work orders for repairs, and follow up on maintenance requests for the following areas of the Upper & Middle School: staff lounge, the teacher workroom, and the campus’s shared resources (copiers, printers, bulletin boards, etc.).

**Student Attendance**:

- Oversee and manage the Upper & Middle School’s student attendance process, utilizing Pikmykid.
- Take care of minor injuries and illnesses among students, exercise judgment on required next steps and communicate with parents about possible remedies and midday pick-ups.
- Manage students sent to the front for behavioral concerns or other issues.

**Campus Operations**:

- Serve as the primary on-campus lead for all Upper & Middle School day-to-day campus operations.
- Monitor and direct Upper & Middle School maintenance requests, and act as the indirect supervisor of the KLS School Custodian for all Upper & Middle School related issues.
- Manage the first aid and safety supplies.
- Plan, coordinate, and direct a broad range of services, including managing field trips, transportation, emergency supplies, material procurement, catering, events, and other admin needs.
- Oversee the Upper & Middle School student lunch program, including the contract and parent volunteers.
- Support the Extended Day and Summer program (including events).

**Human Resources**:

- Oversee on-site new hire onboarding for all Upper & Middle School employees and substitute teachers.
- Plan, coordinate, organize, and conduct new hire orientations, creating a professional and educational presentation on every new employee’s first day. This shall include conducting basic training for each new Upper & Middle School employee on KLS policies & procedures (safety training, time off requests, timekeeping in Bamboo, scheduling, general new hire questions, etc.).
- Manage all aspects of the Volunteer Program (e.g., School lunch volunteers, Extended Day) for the Upper & Middle School including approving volunteers, ensuring every volunteer completes all required paperwork and trainings, manage the volunteer schedule, communicate any issues and changes to the volunteers, and serve as the main point of contact for any volunteer related activities, events, or inquiries.

**School Safety**:

- Manage all employee safety programs and initiatives including employee safety trainings, evacuation drills, and prevent unnecessary workplace injuries by ensuring repairs and improvements are made to any potential safety hazards at the Upper & Middle Schools (Mountain View campus).
- Work with the Head of Operations & Technology to maintain and update the School’s safety programs and policies such as the Workplace Violence Prevention, Heat Illness Prevention, and the IIPP policies.
- Manage all Upper & Middle School worker’s compensation claims including the completion of all required documents, any necessary accident and injury investigations, and serving as the main point of contact for the injured employee and the worker’s comp insurance company.

**Purchasing**:

- Oversee budget for the Upper & Middle School’s shared expenses, including Staff Meals, Office Supplies, Repairs, and Maintenance.
- Complete all purchases for the Up

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