26-27 School Year: Front Office Manager

DeKalb Brilliance Academy; Tennessee; On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Competitive salary schedule

Paid sick and personal days

Medical, dental, vision insurance

TRS retirement contributions

403(b) retirement option

Job summary

DeKalb Brilliance Academy is seeking a warm, highly organized Front Office Manager to lead our school front office and serve as a key face of the community. The role focuses on attendance, records, family communication, enrollment events, and field trip coordination to support a joyful, safe, and well-run environment.

The ideal candidate will have strong communication skills, experience in school operations, and the ability to balance warmth with urgency.

Qualifications

• High school diploma or equivalent required; associate’s or bachelor’s degree preferred.
• Minimum of two years prior experience in school operations, front office administration or family engagement.
• Strong written and verbal communication skills.
• Strong technology skills, including comfort with Google Workspace and student/family data systems (Google Sheets, Infinite Campus).
• Ability to work full-time, on-site, and maintain strong daily attendance and punctuality.
• Bilingual candidates are strongly encouraged to apply.
• All candidates must meet physical demands (standing, walking, lifting up to 40 lbs).

Responsibilities

• Serve as the face of the main office, welcoming families, scholars, staff, visitors, vendors, and community partners with warmth and care.
• Be primary contact for families needing support with attendance, enrollment, records, and general information.
• Maintain a neat, calm, organized front office environment and manage office supplies and deliveries.
• Oversee daily attendance and dismissal processes, reconcile attendance in Infinite Campus, and communicate with families.
• Prepare for weekly attendance meetings and ensure follow-up per attendance playbook.
• Support accurate student records management and quarterly audits of files.
• Coordinate family-facing communication, including weekly newsletters and notices.
• Plan and support field trips and student experiences aligned to humanities projects.
• Coordinate enrollment events and community engagement activities to maintain full enrollment.

Skills

Communication skills

Bilingual

Google Workspace

Google Sheets

Infinite Campus

Education

High school diploma or equivalent

Associate or Bachelor’s degree preferred

Tools

Infinite Campus

Google Sheets

Job description

About DeKalb Brilliance Academy: Designed with input from nearly 1,000 South DeKalb community members, DeKalb Brilliance Academy is a tuition-free, public K-8 charter school committed to building a fundamentally different kind of education. We currently serve grades K-6 and will add one grade per year (learn more about our founding journey here).

Our vision is that each child will know and leverage their unique brilliance to critically analyze the world around them and to design a better and more equitable future. We pursue this vision through our Real-world Project-based Learning, where students learn not only from their teachers and peers, but also directly from scientists, lawyers, engineers, and designers. Our model is ambitious by design- built to challenge the status quo in service of our students and community.

DeKalb Brilliance Academy: where the strength of our community nurtures the brilliance of our children.

About the role: DeKalb Brilliance Academy is seeking a warm, highly organized, detail-driven Front Office Manager to serve as one of the first and most important faces of our school community.

The Front Office Manager plays a critical role in ensuring that families, scholars, staff, visitors, and community partners experience DeKalb Brilliance as joyful, responsive, safe, and well-run from the moment they enter our building or call our main office. This person helps create the conditions for strong school operations by managing daily front office systems, supporting attendance intervention, maintaining accurate student records, coordinating family-facing communication, and helping ensure families experience clear and caring partnership.

This role is ideal for someone who loves people, takes pride in strong systems, notices details others may miss, and understands that operational excellence is one way we show love to children and families. The Front Office Manager must be able to balance warmth with urgency, customer service with follow-through, and daily responsiveness with long-term systems management.

At DeKalb Brilliance, our office team is not separate from the mission. The Front Office Manager directly supports our goals for strong attendance, full enrollment, positive family experience, and a school culture where every scholar is known, supported, and expected to thrive.

Responsibilities & duties (including but not limited to):

Serve as the face of the main office

• Welcome families, scholars, staff, visitors, vendors, and community partners both in person and on the phone with warmth, professionalism, and care.
• Serve as a primary point of contact for families who need support with attendance, dismissal, enrollment, records, and general school information.
• Maintain a neat, calm, organized, and welcoming front office environment (including supplies, deliveries, lost & found, etc.)

Own daily attendance and dismissal systems

• Oversee the daily student attendance process and ensure attendance is accurately reconciled in Infinite Campus each day, including making & documenting daily attendance calls to families, and filing/tracking excuse notes daily.
• Prepare for and participate in weekly attendance team meetings (including coming with students who meet attendance triggers and ensure follow-up happens according to the attendance playbook).
• Manage daily dismissal changes with accuracy, urgency, and strong attention to detail, ensuring the dismissal sheet is fully updated by 2:00 PM each day with absences, early releases, and any dismissal changes submitted by families.
• Support safe and accurate student arrival, early checkout, and dismissal processes.

Maintain strong front office systems and student records

• Maintain clear, accurate, and confidential records related to attendance, dismissal, family communication, and student information.
• Support accurate student records management, including permanent file checklists; auditing student files at least quarterly.
• Complete withdrawal and transfer processes using the school’s Scholar Withdrawal Checklist.
• Organize and maintain tardy, early release, substitute, and visitor binders weekly.
• Proactively identify gaps in office systems and help improve processes so daily operations run smoothly.

Support clear and timely family communication

• Create, distribute, and track family communication materials, including flyers, permission slips, reminders, and school notices.
• Create and distribute weekly family newsletter and other regular family communications.
• Ensure family-facing communication is accurate, accessible, timely, and aligned to school expectations.

Coordinate field trips and student experiences

• Plan and support field lessons aligned to humanities projects, executing at least one field trip per grade per semester.
• Coordinate permission slips, rosters, transportation details, chaperone materials, and family communication.
• Create and maintain field trip binders with all required documentation.
• Partner with teachers, operations staff, and school leaders to ensure field trips are safe, organized, and mission-aligned.
• Support the belief that scholars deserve rich, real-world learning experiences beyond the classroom.

Support enrollment and community engagement

• Coordinate logistics for enrollment tabling events, open houses, community fairs, pop-ups, and other recruitment activities.
• Help prepare and set up engaging DBA-branded materials for enrollment events, including flyers, banners, swag, and sign-up sheets.
• Support regular tabling and community events during key enrollment seasons.
• Help ensure the school remains fully enrolled and that application outreach reflects the families and demographics of the school’s community.

Contribute to a strong operations team

• Meet regularly with the Operations Manager for strategic check-ins and support.
• Proactively communicate when a system, deadline, or responsibility needs support.
• Model DBA’s core values with staff, families, scholars, and partners.
• Support a positive stakeholder experience for families, staff, visitors, and community members.

Other Duties

Fulfill additional responsibilities aligned with the needs of a growing founding school, as assigned

Experiences

• High school diploma or equivalent required; associate’s or bachelor’s degree preferred.
• Minimum of two years prior experience in school operations, front office administration, family engagement or a related field required.
• Minimum of two years experience working in fast-paced high-demand environment (school or similarly demanding).
• Strong written and verbal communication skills.
• Strong technology skills, including comfort with Google Workspace and student/family data systems (Google Sheets, Infinite Campus).
• Ability to maintain confidentiality and handle sensitive student and family information with care.
• Ability to work full-time, on-site, and maintain strong daily attendance and punctuality.
• Bilingual candidates are strongly encouraged to apply.
• All candidates are required to be able to meet the physical demands of the role (including standing and walking for extended periods of time and lifting heavy objects up to 40lbs)

Who Thrives at DeKalb Brilliance

DeKalb Brilliance Academy is a great fit for individuals who are:

• Purpose-driven: have deep reverence for the brilliance of our children and unwavering commitment to empowering our children to have impactful legacies in our communities
• Community-minded: has ability work collaboratively with peers and manage up to improve the work of everyone around them
• Emotionally intelligent: knows how to care for themselves, collaborate with others, use tools to regulate their emotions under stress, and approach difficult situations with others with empathy and compassion
• Equity-minded: understand how specific behaviors, laws, and institutions limit the rights and freedoms of people and work with our community to take collective action to make our world fairer for everyone.
• Strong project and time managers: has ability to adapt and persevere to deliver consistent and timely results to reach our goals
• Have a founder’s mindset: is a creative problem solver, enjoys building from the ground up

This role is not for educators seeking comfort or predictability - it is for those who want to build something new, more just, and more powerful than what currently exists.

While the work is harder than the status quo, leaders are not asked to build in isolation. We believe challenge should be purposeful, supported, and shared - and we invest accordingly.

We believe demanding work requires meaningful support. DeKalb Brilliance invests in its staff through competitive compensation, planning time, and high-quality coaching.

• Competitive salary schedule (please make sure you are on the correct tab)
• Compensation is based on 217-day calendar
• Paid sick and personal days
• Competitively-priced medical, dental, vision, short-term disability, and life insurance
• Contributions to the Teacher Retirement System (TRS) in accordance with Georgia state law, as well as an additional, optional 403(b) retirement account

Statement of Non-Discrimination:

DeKalb Brilliance Academy is committed to a policy of equal treatment for all individuals applying for employment. DeKalb Brilliance Academy does not discriminate on the basis of race, color, gender, handicap, age, religion, sexual orientation, or national or ethnic origin.