Bilingual Office Manager

EAGLE College Preparatory Schools; Arizona (TX); On-site; USD 35,000 - 55,000; Full time

Job summary

An established educational institution is seeking a Bilingual Office Manager to enhance the front-desk experience and support school operations. This pivotal role involves managing visitor interactions, maintaining student records, and ensuring compliance with regulations. The ideal candidate will possess strong organizational skills, attention to detail, and a commitment to fostering a positive learning environment. If you are passionate about student success and thrive in a dynamic setting, this opportunity is perfect for you. Join a team dedicated to academic excellence and community engagement.

Qualifications

• 2+ years of experience in an administrative or school office environment.
• Strong communication skills and ability to build relationships with students and families.

Responsibilities

• Manage front office activities and serve as the primary point of contact for stakeholders.
• Oversee student records, attendance tracking, and enrollment processes.
• Ensure compliance with state and charter school regulations.

Skills

Microsoft Office Suite

Bilingual proficiency in Spanish

Attention to detail

Multitasking abilities

Customer service orientation

Education

High School Diploma or GED

College degree

Job description

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Job Purpose

Under the guidance of the Principal and the School Operations Manager (SOM), the Office Manager provides a welcoming and efficient front-desk experience while supporting essential school and organizational operations. This role ensures smooth communication, meticulous record-keeping, and systematic processes, contributing significantly to the overall effectiveness and positive atmosphere of the school.

Essential Responsibilities and Competencies

Front Desk

• Create a welcoming and professional environment; manage visitor interactions to minimize disruptions for school administration.
• Oversee daily front office activities, serving as the primary point of contact for students, parents, and visitors.
• Greet and document all visitors, monitor student check-ins and check-outs, and ensure secure access to the premises.
• Manage phone communication, providing excellent service to students, parents, and community stakeholders.
• Handle written communications and mailings between the school and stakeholders.
• Maintain and update the school's calendar of events, providing timely communication to families.
• Build positive relationships and maintain open communication with students, parents, and families.
• Ensure the office environment is clean, organized, and stocked with essential forms and materials.

Student Records and Enrollment

• Manage the collection, tracking, and maintenance of student information and documentation.
• Conduct school tours as necessary.
• Oversee student files, ensuring all documentation is accurately maintained, tracked electronically, and organized appropriately.
• Handle daily student attendance tracking, late arrivals, early departures, and follow-ups with absent students’ families.
• Support School Operations Manager with new student enrollment, open houses, application processing, and enrollment tracking.
• Assist in managing electronic enrollment and student information within school databases and software.
• Prepare and distribute 45-day screeners for new enrollees as directed.
• Manage student transcript requests, both incoming from previous schools and outgoing to future schools.
• Update and maintain student information within the Student Information System (SIS).
• Handle registration and transfer processes for students.

Operations

• Ensure documentation aligns with state and charter school regulations in collaboration with School Operations Manager.
• Manage distribution of correspondence and mail, including invoices and packing slips.
• Oversee purchasing, inventory management, and distribution of school uniforms.
• Manage credit card purchases and oversee cash handling procedures.
• Provide orientation and support to substitute teachers, including sign-in processes and assignments.
• Assist in planning, preparation, and coordination of school events and activities.
• Maintain visitor safety policies and procedures.
• Support basic student wellness needs, including minor first aid and health assessments.
• Assist the principal and administrative team with special projects and duties as requested.

Qualifications

• High School Diploma or GED required, college degree preferred.
• Minimum 2 years of experience in an administrative or school office environment.
• Experience working with students and families, particularly in urban or low-income communities.
• Proficient in Microsoft Office Suite and Outlook.
• Exceptional attention to detail with strong multitasking abilities.
• Bilingual proficiency in Spanish required.

Personal Qualities

• Demonstrated integrity, credibility, and passion aligned with EAGLE’s mission of "Expecting Academic Greatness with a Loving Emphasis."
• Excellent relationship-building, interpersonal, verbal, and written communication skills.
• A commitment to student success, character development, and fostering a positive learning environment.
• Openness to feedback and dedication to continuous improvement.
• Highly organized and detail-oriented; able to effectively prioritize and handle multiple tasks in a dynamic setting.
• Customer service-oriented, proactive problem-solver with a sense of urgency.
• Reliable, adaptable, and capable of meeting deadlines under pressure.

An individual in this role must be capable of effectively performing the essential duties and responsibilities listed above. Reasonable accommodations may be provided to support individuals with disabilities in fulfilling these responsibilities.