Office Manager

5 days ago

Oakland, United States Lighthouse Community Public Schools Full time

The Organization

Lighthouse Community Public Schools

At Lighthouse Community Public Schools we are engaged in an educational movement that goes beyond our classrooms working to disrupt inequities by providing our students and families exceptional educational opportunities every day. Grounded in our core values of community, integrity, agency, love, and social justice rooted in the Expeditionary Learning Education Model, LCPS is a leader in fostering innovative schools achieving exceptional student outcomes where each child is at the center of their own learning. Our mission is to prepare diverse students for college, a career of their choice, and to be lifelong changemakers. Founded in 2002, LCPS operates two high-achieving K-12 public charter schools--Lighthouse and Lodestar--serving nearly 1,500 students in East Oakland. Lighthouse is a beacon for public education and our graduates fulfill the promise of a better, brighter Oakland.

Learn more at www.lighthousecharter.org.

The Opportunity

Office Manager (24-25SY) — Competencies and Qualifications

The Office Manager plays a vital role in a school's everyday life, including relationship building, safety, and supporting the overall operation of the school. The successful individual in this role is an effective verbal and written communicator, and collaborates effectively with a range of other positions within the school and across the Family of Schools (LCPS’ school district), ranging from school-based leaders, leaders from Shared Services, and instructional staff. They are capable of handling multiple tasks and effectively executing on each task.

If you are inspired by our mission and vision and want to be a changemaker in students’ lives here in Oakland, then please apply and join us

Your responsibilities will include:

Main Office Systems & Customer Services

Act as the first point of contact for visitors and families to the school

Build strong relationships with staff, students, families, and guests

Coordinate visitor welcome and sign-in procedures

Managing, sorting, and in some cases, responding to mail

Receive, screen, and route telephone calls; answer questions, or refer to the appropriate staff person.

Prepare, edit, and send written materials/memos when necessary

Keep staff lounges, mailrooms, and teacher offices organized and tidy

Tending to student needs (ex. Calling home for sticks students, ice, provide first aid, band aids, etc.)

Attendance

Serve as a member of the school attendance team

Manage and support daily attendance systems for the school

Process late students and encourage them

Send out weekly truancy letters and schedule truancy meetings

Admin Support

Support school administration with day to day tasks

Intake for students who need an admin check in

Support calendaring admin parent conferences

Schedule appointments and school events as needed

Support in the planning and execution of school events ( Family events, registration/enrollment, Field Work, et. al.)

Purchasing and Supply Maintenance

Execute the school purchasing process by establishing clear systems for staff to request items, placing orders with vendors, tracking delivery, and coding and submitting purchases orders, invoices, and reimbursement requests

Purchasing Instructional Materials and Supplies

Time Reporting and Coverage

Sign-in and Sign-out of substitute teachers

Coordinating sub coverage in partnership with the school administration

Request and assist substitutes (classes, elective, COST and IEP meetings) in partnership with the school administration

Student Records Management

Request cumulative files for new students from former schools and coordinating requests for student records

Maintain student files and update on an ongoing basis

Assist in the management of the enrollment/registration process, including recruitment

Assist in the organization and distribution of progress reports and reports

Fieldwork

Support and execute the back-end logistics related to student transportation as needed

Supports with parent communication and permission slip maintenance and tracking as needed

MINIMUM QUALIFICATIONS:

We would love to hear from you if your toolbox includes the following:

A.A. degree required, Bachelor’s Degree preferred

Bilingual in Spanish required

2+ years administrative work in either a school, non-profit, or youth empowerment in an urban community. Experience in a school setting is a plus.

SKILLS AND ATTRIBUTES:

Detailed-oriented, strong follow-through skills;

Ability to take initiative, prioritize tasks, and work independently;

Excellent communication skills, both verbal and written;

Excellent computer skills, including Google Suite and Microsoft Office Suite

Displays maturity and ability to work independently;

Demonstrated flexibility and ability to juggle competing priorities;

Communicates well with others and demonstrates strong interpersonal skills with students, parents, colleagues and community members;

Ability to maintain a calm, professional demeanor in the face of competing demands and external pressures;

Prior experience working in schools and/or urban communities is preferred;

Flexibility and a sense of humor; and

I Enjoy working with children of all ages.

SUPERVISION:

This position will report to the Director of Operations.

TIME COMMITMENT:

This is a 12-month position. It includes approximately 5 weeks of holidays/vacation during the school year in accordance with the school calendar, and an additional 10 days allotted during the summer (days to be approved by the supervisor). This position is expected to maintain building hours of M - F from 8:00 - 4:30 p.m.

OUR COMPENSATION PACKAGE:

Commensurate with experience. We provide a competitive compensation and benefits package.

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