Catholic School Office & Operations Manager

Diocese of San José; United States; On-site; USD 79,000 - 92,000; Full time

Job summary

The Diocese of San José seeks an experienced School Office Manager to oversee the main office operations, attendance, records, communications, enrollment, and coordination with parish and chancery staff.

The role requires an AA degree and five years in office management, with English proficiency; a BA/BS is preferred. Strong organizational, supervisory, and customer service skills are essential; some evenings/weekends may be required.

Qualifications

• AA degree; BA/BS, preferred.
• Five years' experience with increasing responsibility in office management, preferred.
• Previous experience in a school setting or institution of higher education, preferred.
• Excellent written and oral communication skills with English, required.
• Bilingual (English/Spanish or English/Vietnamese) preferred.

Responsibilities

• Manage School Office operations, by: Developing school administrative systems and managing the school main office and its associated systems including, but not limited to: Attendance.
• Maintain student attendance records; alert Principal to student attendance problems; may contact parents to verify absence of students.
• Maintain staff absence records.
• Filing and record-keeping
• Maintain records and files for staff and student information.
• Manage School-wide communications including, but not limited to: Typing and distributing staff bulletin, school newsletter, school calendar, etc.
• Managing the school Website and/or social media.
• Screening calls for the principal, staff, students, and others working in the building.
• Receiving and distributing mail.
• Coordinate various school activities including but not limited to: Coordinating activities of parent volunteers; providing training; assigning and reviewing tasks.
• Maintaining current listings of volunteers.
• Coordinating with Parent Teacher Association on a variety of activities such events and fundraisers.
• Coordinating with the parish and chancery support personnel.
• Working with emergency responders.
• Participate in cash management protocol to support accounting segregation of duties
• Manage office equipment and supplies including but not limited to coordinating with service vendors.
• Promote positive public relations for the school by acting as a front-liner for the school including, but not limited to: Greeting, assisting, and following up with visitors, parents, students, and staff.
• Answering and responding to telephone, email, and in-person inquiries from students, staff, parents. and the public.
• Coordinating with vendors and community organizations.
• Support application, enrollment, and registration processes (if applicable) including, but not limited, to: Compiling data for enrollment and other reports.
• Registering incoming students and processing enrollment materials.
• Completing data input on computer.
• Coordinating services and information with sending/receiving schools cumulative files
• Completing procedures for students withdrawing from the school.
• Support and assist the Principal and teachers.
• Maintain confidentiality over student and institutional information.
• Other Duties & Responsibilities: Act as a role model of professionalism in a Catholic environment.
• Support the philosophy, policies, and goals of the school, as well as the decisions made by the Principal and Administrators.
• Ensure the health, safety, and welfare of all students.
• Adhere to all policies and procedures as outlined in the parent/student handbook and employee handbook.
• Work as part of a team Attend faculty, administrative, and all other meetings as needed.

Skills

Managerial skills

Administrative skills

Communication skills

Customer service

Bilingual

Education

AA degree

BA/BS preferred

Tools

Workday

SIS

Office suite

Job description

The Diocese of San José seeks an experienced School Office Manager to oversee the main office operations, attendance, records, communications, enrollment, and coordination with parish and chancery staff.

The role requires an AA degree and five years in office management, with English proficiency; a BA/BS is preferred. Strong organizational, supervisory, and customer service skills are essential; some evenings/weekends may be required.