Office Manager at Beta Academy

Outcomes 

1. Meet Customer Service Goals

• 2 cards minimum sent per week to families for every front office magic maker 
• 4.9 average annually on the guest experience survey 
• 5 customer surveys collected weekly 
• 100% of guest concerns are successfully resolved and receive a follow-up call. 
• 100% of the time, Rainbow Service Guidelines are implemented 
• 100% of clinic visits are logged and followed up with a phone call to parents

2. Meet Enrollment Goal 

• K-12 minimum of 25 scholars per class 
• PK minimum of 20 scholars per class 

3. Meet Organizational Goals 

• 100% of all guest action requests are entered in the Call/Visit Log 
• 20 Guest Experience Survey calls per month 

Primary Function 

The role of the Office Manager is to ensure a loving, peaceful and joyful atmosphere for staff and incoming families while managing the activities of Administrative Assistants to ensure quality. 

Bilingual Spanish (preferred)

Reports To 

The Office Manager reports directly to the school principal.

Responsibilities

Front Office 

• Ensures that the front office and work rooms areas are clean, organized, and welcoming. ? Proficient in Ascender and Schoolmint 
• Maintains a positive working environment that fosters a professional learning community atmosphere. 
• Oversees the greeting of visitors to school, and determining the nature of their business, and escorting visitors to their destination. 
• Collect IDs and issue visitors badges to all guests on campus. Oversee issuing and collecting of temporary key cards as needed. 
• Trains and oversees all front office administrative assistants. 
• Creates magical moments for incoming scholars and families. 
• Regularly sends cards or notes to families to create and build personal relationships. ? Commits to detail and accuracy. 
• Oversees customer service, this is a priority and should be conducted respectfully while utilizing de-escalation strategies when necessary. 
• Adheres to and enforces school policies and procedures. 
• Ensures phone calls and emails are responded to within a school day unless the call or email occurs outside the workday, which would then be handled the next school day.
• Communicates professionally and effectively with parents, scholars, and campus staff via email, telephone, and fax, and trains others to do so. 
• Works with school personnel to maintain integrity and accuracy of scholar records, including maintenance and tracking of attendance and retention. 
• Resolves or directs routine internal and external inquiries with parents and employees. 
• Oversees requisition, receive, and distributes/stores classroom, school office and workroom materials and supplies; maintains ongoing inventory; processes packing slips. 
• Ensures office staff are aware of the school calendar and school events. 
• Monitors employee hours and manages their time effectively to avoid overtime.
• Oversees that the phone directory, mailboxes and room numbers are up to date.
• Overflows of any duties not covered. Examples given but not limited to are: cafeteria duty, dismissal duty, morning carline duty, covering classrooms,etc. 
• Oversees the booking and cleanliness of conference rooms. 
• Manage and maintain accurate records of IT device check in and check out. Report any damage to Campus Principal and create an invoice in My School Bucks. 

Enrollment 

• Work closely with the Dean of School Culture on seat availability for enrollment purposes. 
• During enrollment season, maintain new scholar data such as MAP scores, previous report cards, STAAR scores. 
• Oversees dissemination of enrollment packages during parent interest meetings and for walk-in parents. 
• Greet families and assist with Parent Interest Meetings answering enrollment questions as they arise. 
• Ensure scholar enrollment is at capacity. 
• Oversees enrollment counseling for incoming scholars and families. 
• Ensures office staff perform the enrollment, transfer, discharge, and readmission process for scholars and the preparation of related records and files.

Manage PTO Calendar 

• Schedule aides to cover classes 
• Approve PTO 
• Schedule substitutes 

Scope of Physical Responsibility

Receptionist and front office Magic Makers are responsible for the cleanliness and organization of the following spaces:

• Front Desk 
• Reception Area 
• Conference Rooms 
• Workroom 
• Lost & Found  
• Office Area 
• Maker Space 

School Finance 

• Proficient in “My School Bucks” invoice payment program. 
• Create invoices for fees in My School Bucks for scholars, staff, and others as applicable. ? Fiduciary responsibilities for collection, dual-counting, and deposit of funds daily. ? Weekly follow up on unpaid invoices to collect payment. 
• Manage fees for report card distribution, IT device check-out, and scholar participation in events. 

Staff Leadership Responsibilities 

• Recognizes problems and impediments and reports them promptly with options for solutions to the site director; promotes and assists with constructive resolutions. 
• Adheres to and enforces board policy, school guidelines, and administrative directives 
• Read and comply with the Procedures Manual, Employee Handbook, Scholar Handbook and Scholar Code of Conduct 
• Ensuring the campus maintains > 98.5% daily attendance and timeliness 
• Establishes and maintains professional and cooperative working relationships with all stakeholders: parents, scholars, staff, neighbors, and partners. 
• Promotes and maintains a positive and effective school climate by ensuring that all interactions with staff, scholars, parents, and the public at large are prompt, efficient, helpful and friendly. 
• Multitask many things at once 
• Solves problems joyfully as issues arise.
• Perform other duties as assigned by the Principal and Deans.