[2024 - 2025] KIPP Pride High Office Manager
3 weeks ago
The Role
Reporting to the Director of School Operations (DSO) and accountable to the RDSO, the High School Office Manager (HSOM) is a school-based operations role that ensures an orderly, responsive, service-oriented, and welcoming school environment. The HSOM serves as the primary contact person for all of the school’s stakeholders and must be able to communicate effectively with students, teachers, families, staff, trustees, donors, and visitors. The HSOM oversees all communications and supports school-wide activities and events on an ongoing basis. The HSOM oversees many school-wide systems, including arrival and dismissal, attendance, transportation, purchasing, event planning, and student recruitment and enrollment. The HSOM ensures that the school’s office systems meet high standards of operational and customer service excellence, and enables instructional team members to focus on driving strong student achievement outcomes.
KEY RESPONSIBILITIES: This job description is not intended to be an exhaustive list of all duties, knowledge, or abilities associated with this position, but is intended to accurately reflect the principal job elements. Other duties may also be assigned.
Communication
Greet and document all visitors (signing in visitors, ensuring that students only leave with authorized parents/guardians, monitoring and controlling access to the school, etc.)
Serve as the main point of contact in the school reception area
Manage phones (answering calls, re-directing calls, taking messages, placing calls, creating school announcements, etc.)
Manage mail (distributing received mail, preparing school mailings, making mail drops, etc.)
Maintain school calendar of events
De-escalate communications as necessary
Draft communications through parent letters, weekly staff notes, surveys, and visitor surveys, working with the DSO to ensure appropriate messaging and approval
Seek out information about events, schedules, and calendars and proactively resolve communication problems
Recruitment, Enrollment, and Records Maintenance
Assist with student recruitment
Oversee the enrollment and registration process for new-to-KIPP families
Help manage the collection and maintenance of student, personnel, and school information (receiving forms and paperwork, tracking missing forms, managing databases, updating contact information, keeping records current, etc.)
Creates, reviews, organizes, and maintains cume files and supporting documentation following school guidelines and processes
Requests cume files from other schools
Prepares and send cume files to other schools
Ensures cume files are in compliance with student record keeping laws and are ready for audit
Processes transcript requests
Inputs transcripts into student system following school guidelines and processes
Receives and send high school transcripts
Conduct transcript analysis and review for appropriate student placement
Calculates grade point averages if needed, class rank, and prepare honor rolls/special award lists
Systems Execution
Ensure Arrival and Dismissal systems are executed with accuracy
Work with the school Leadership Team to ensure that all compliance requests and reports are completed on time
Maintain office equipment and furnishings, and upgrading as needed
Help manage school-wide daily systems (managing student attendance, tracking the student discipline system, etc.)
Coordinate on-site components of school financial systems such as purchasing requests and processing invoices
Manage school maintenance and supply systems
Manage systems for and maintains accurate student data and information in compliance with federal, state, regional and school expectations
Support with logistics of report cards/progress reports/transcripts
Student Safety
Serve as the eyes and ears at the front of the building to ensure student safety at all times
Participate in the Safety Team at your school and always wear a Safety Hat throughout duties
Review authorization to pick up before releasing students to anyone
Events and Activities Support
Share responsibility for grade-level and school-wide activities, including field lessons
Help organize staff events and preparing materials for staff workshops/trainings
Oversee the day to day activities of the school
Help execute logistics and preparations for school events and activities as needed (making photocopies, setting up for special events, making phone calls to confirm attendance, etc.)
Help prepare set-up for staff meetings, staff retreats and annual evaluations
Testing Coordination
Provide coordination for KIPP NC testing and accountability program
Work with Director of Data and Assessment to ensure program compliance with all state Accountability Policies
Support all facets of achievement testing to include: storage, security, inventory, ordering, scheduling, delivery and pickup, scanning, scoring, pre-coding, test disposal, testing modifications, printing of scoring reports, and distribution of scoring reports to schools
Provide appropriate training regarding test administration requirements for school audiences and curriculum and instruction staff
Coordinate all testing and test-related activities that are a part of KIPP NC testing program and support in developing short and long term planning for testing administration
Attend all school and regional meetings
Perform other duties as assigned
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