Office Manager

Founders Grove Classical Academy; Midland (TX); On-site; USD 42,000 - 62,000; Full time

Job summary

Founders Grove Classical Academy is seeking an Office Manager to support the Academy’s office operations, enrollment processes, and customer service. The role covers front-office duties, communications, records management, and site-level financial functions to support enrollment goals.

You will oversee admissions, enrollments, and re-enrollments across all grades, maintain student records in PowerSchool, and coordinate with the School Leader and stakeholders.

Qualifications

• High school diploma or equivalent.
• Bookkeeping or office management experience.
• Strong organizational, communication, and customer service skills.
• Computer proficiency, including data systems, spreadsheets, and databases.
• Must be at least 18 years old.
• Valid Michigan driver’s license.
• Preferred: Associate’s degree or higher.
• Experience in a school setting and knowledge of enrollment systems (PowerSchool preferred).

Responsibilities

• Performs daily school office routines, including answering phones, greeting visitors, supporting students and families.
• Maintains office operations, records, and communications under the School Leader’s guidance.
• Oversees enrollment, admissions, and re-enrollment processes for K-12.
• Manages attendance, records, reports, and data entry in PowerSchool.
• Financial tasks including payroll documentation, deposits, and purchasing records.
• Supports marketing, events, and community outreach related to enrollment.

Skills

Organizational skills

Customer service

Communication

Office administration

Education

High school diploma

Associate’s degree or higher

Tools

PowerSchool

MS Excel

Job description

About the role

To ensure the smooth and efficient operation of the Academy office as the central communications, operations, and enrollment hub for the school. The Office Manager supports students, families, staff, and administration while overseeing office operations, enrollment and admissions processes, customer service, records management, and site-level financial functions in support of the Academy’s educational mission and enrollment goals.

What you’ll do

Office Services & Operations

• Performs daily school office routines, including answering phones, greeting visitors, supporting students and families, and serving as the primary front-office contact during the school day.
• Provides administrative and secretarial support to the School Leader, including correspondence, scheduling, communication, and coordination of office functions.
• Manages office operations and coverage to ensure consistent support for students, families, staff, and visitors.
• Designs and implements office procedures and systems with approval from the School Leader.
• Ensures accurate and timely communication, including school-wide newsletters, email blasts, emergency notifications, board meeting notices, and website updates.
• Maintains office equipment and supply inventory to ensure daily operational readiness.
• Ensures school operations align with the Emergency Operations Plan.

Enrollment, Admissions & Customer Service

• Serves as the primary point of contact for enrollment, admissions, and application-related questions from families and staff.
• Oversees admissions, enrollment, and re-enrollment processes for all grade levels (K-12).
• Provides information, support, and guidance to families navigating application, lottery, enrollment, and re-enrollment processes.
• Conducts school tours and meets with prospective, new, and returning families.
• Coordinates enrollment goals and reporting with the School Leader and appropriate stakeholders.
• Tracks students from first inquiry through enrollment, acceptance, re-enrollment, or withdrawal.
• Completes enrollment processes, including creation and maintenance of electronic and hard-copy student records and accurate data entry into PowerSchool.
• Prepares and distributes acceptance letters and enrollment-related communications.
• Requests, transfers, and maintains student records (CA-60s) and supporting documentation in compliance with legal requirements.
• Monitors daily student attendance, follows up on absences, and communicates with families and staff as needed.
• Conducts exit interviews and withdrawal documentation when students leave the Academy.
• Maintains accurate enrollment data, attendance records, and open-seat tracking by grade level.
• Provides exceptional customer service, addresses concerns or complaints, and ensures appropriate follow-up and resolution.

Marketing, Outreach & Retention Support

• Collaborates with marketing staff to support enrollment initiatives and promotional activities.
• Assists with planning and supporting enrollment events such as open houses, Kindergarten Round-Up, and community outreach activities.
• Tracks enrollment trends and supports retention efforts through data analysis and family communication.
• Assists with fundraising activities, school events, and community engagement efforts.

Records, Compliance & Reporting

• Maintains accurate student records and enrollment counts in compliance with state, federal, and local requirements.
• Prepares reports and documentation for audits, pupil accounting, and compliance reviews.
• Ensures proper transfer, retention, and disposal of records according to policy.
• Maintains substitute teacher records, staff attendance, and related documentation.

Financial & Business Operations

• Prepares accurate payroll documentation, including timesheets.
• Conducts daily bank deposits and maintains site-level financial records.
• Processes purchase orders, verifies invoices and packing slips, and maintains purchasing documentation.
• Assists with pupil accounting audits and financial reporting.
• Collects fines for lost or damaged textbooks, technology, and equipment.

Other Duties

• Performs other duties as assigned by the School Leader and Choice Schools Associates, L.L.C.

Qualifications

Minimum Requirements:

• High school diploma or equivalent.
• Bookkeeping or office management experience.
• Strong organizational, communication, and customer service skills.
• Computer proficiency, including data systems, spreadsheets, and databases.
• Must be at least 18 years of age.
• Valid Michigan driver’s license.

Preferred Qualifications:

• Associate’s degree or higher.
• Experience in a school setting.
• Knowledge of enrollment systems and student information systems (PowerSchool preferred).

About Choice Schools Associates

Founders Grove Classical Academy is part of the Choice Schools Community. As a comprehensive education service provider, Choice Schools offers a student-centered approach to tailored school operations support. Much like a superintendent’s office, Choice Schools provides invaluable assistance in various crucial areas, including instruction, professional development, curriculum, human resources, finance, compliance, communications, and enrollment. By being a part of the Choice Schools Classical Model, Founders Grove is a vibrant community of learning, comprised of multiple other outstanding classical schools within the state. The Classical Model will provide you with the support and collaboration of a large district while serving at a tight-knit community school in your area.

#IND101