Job Information
BelovED Community & Empowerment Academy Charter Sc Office Manager in Jersey City, New Jersey
The academy office manager manages a key set of administrative processes for an assigned academy and provides administrative support for the academy deans. This person adds value to all departments and families by increasing efficiency, improving communication, and executing work with excellence. Click here to see the Office Manager Position Focus (https://belovedccs.org/UserFiles/Servers/Server_11798593/Image/Apply%20to%20Beloved/Office%20Manager%20Position%20Focus%20Sheet.docx.pdf) for a full description of responsibilities and desired skills and experience.
Major Areas of Responsibility
Provide admin support for Deans and Registrar.
Includes filing, writing letters/emails
Coordinate team of temps/part time staff to provide support for mailings, data entry,
phone calling, etc. as needed
School Communications
Communicate with key constituencies as assigned. This includes sending out alerts, writing news stories and/or posting news stories written by others, and supporting other administrators in achieving their communication goals.
Develop an annual communication calendar for communications with families
Coordinate alerts and announcements to families so that they are not overloaded. Try to group communications as much possible.
Master school communications platforms including school messenger, school presence (website), and Dean’s List.
Supply Ordering
Maintain an inventory of toner cartridges for printers and copiers in the Office Manager’s Academy and reorders through the business office as needed.
Maintain a supply closet with standard office supplies for use by deans and office staff
Make sure that the school has a regular supply of paper.
Makes sure that copiers are filled with paper twice a day so that teachers aren’t
bogged down with this.
Textbook & Supply Distribution/Collection
Tracks projected shipping and delivery dates of ordered textbooks.
When textbooks and materials arrive, does an inventory of all to make sure that the school receives what it ordered
Coordinates distribution of textbooks to teachers
Track and collect fines for lost or unreturned textbooks.
Manage Front Office
Keep it orderly
Make sure that commonly requested forms and materials are organized and readily available
Make sure that filing is well organized and completed in a timely fashion
Maintain an archive system for past years files
Make sure that confidential and sensitive communications are shredded. Manage the relationship with the document shredding company and call as needed.
Answer phones/check voicemail/check faxes/check Main Office email/check mail and sort into mailboxes
Develop answers for common parent and student questions in consultation with Deans. Provide information or resources as appropriate.
Develop answers for common staff questions in consultation with Deans. Provide info or resources as appropriate.
Update front office bulletin board and TV to maintain warm, welcoming, and informative office environment
Manage a set of loaner Chromebooks for students who need to check one out
Track and collect fines for damaged Chromebooks
Student File Management
Maintain and keep up to date all student files
Manage PowerSchool updates to demographic info as needed
Handle all transcript requests/report card requests
Provide administrative support to registrar with updating records
Special Events
Manage Academy events calendar and maintain schedule for special events in reservable space in academy building.
Record events on a shared calendar and promote events as appropriate. Coordinate needed services and other support for events.
Attendance
Responsible for tracking student attendance and adherence to attendance policies as set by Deans, Board, and State guidelines. Send daily absentee reports. Follow up daily with absent students
Escalate students who are absent repeatedly to dean and attendance officer.
Support SW and Dean’s Office with chronic absenteeism follow up
Track staff attendance, PTO, Sick Days, etc.
Responsible for student IDs, ID system (Swipe), lanyards, ID holders, etc. Oversee the swiping in of students with IDs in the morning (MS & HS).
Lunch Applications
Make calls to parents with outstanding balances
Explain to parents how to complete an online Payschools lunch application
Receive and enter paper application information into Payschools
New Student Onboarding & Offboarding
Completes the academy office manager responsibilities for onboarding new students. This includes:
Create student email in gmail
Confirm student logins to Gmail and Schoology
Sends “What to Expect on First Day” email
Meet student on 1st day and give tour
On first day bring student to homeroom and introduce to teacher
Transfer students in and out:
Manage transcript requests
Collect any textbooks/supplies that need to be returned to the school
Collect any technology from student that needs to be returned to the school
Miscellaneous
Responsible for locks
Collects misc. “jobs to do” and strategizes on how to complete them
INDOPERATIONS
Requirements
Core Education, Skills, and Competencies:
Required
Minimum of two years college. Bachelors degree preferred.
Strong writing and editing skills
Strong phone skills and interpersonal skills
Ability to quickly learn and master new software programs
Project management experience
Detail oriented
Strong team player and positive attitude
Able to take the initiative to learn new things and figure things out
Strong process & strategic thinking skills
Works well with others and is collaborative in their approach to getting work done
Desired
Graphic design skills
Experience with Power School
Experience with Dean’s List
Experience with School Messenger
Experience with Payschools
Experience working in a school setting
Competency in using Microsoft Excel
Bi-lingual
Benefits
As an equal opportunity employer, Empowerment Academy and Beloved hires without consideration to race, religion, creed, color, national origin, age, gender, sexual orientation, marital status, or disability.
Health Care Plan (Medical, Dental & Vision)
Retirement Plan (401k, IRA)
Paid Time Off (Vacation, Sick & Public Holidays)
Family Leave (Maternity, Paternity)
Short Term & Long Term Disability
Training & Development
Wellness Resources
Pay: $40,000.00 - $55,000.00 per year