Office Manager

HOPE Christian Schools; Milwaukee (WI); On-site; USD 40,000 - 60,000; Full time

Job summary

HOPE Christian Schools in Milwaukee is seeking an Office Manager to run a welcoming front desk, support school operations, and manage administrative projects across the HOPE network. You will collaborate with school administration to ensure smooth communications, calendar management, and records handling for students and families.

The role emphasizes guest services, attendance tracking, enrollment coordination, and logistical support for transportation and invoices, requiring a service-oriented

Responsibilities

• Front Desk: Create a welcoming environment for visitors; serve as gatekeeper to address questions and minimize interruptions of the school administration team
• Front Desk: Oversee the day-to-day activities of the school, serving as the main point of contact in the school’s front office area
• Front Desk: Greet and document all visitors (signing in visitors, ensuring that students only leave with authorized parents/guardians, monitoring and controlling access to the school, etc.)
• Front Desk: Manage phones and ensure optimal level of service to students, parents, and community stakeholders
• Front Desk: Manage written communication and mailings between the school and students, parents, and the community
• Front Desk: Maintain and manage school calendar of events as well as inventory of school uniforms
• Front Desk: Build rapport with students, parents, and families and maintain open lines of communication
• Front Desk: Maintain a clean and organized office environment; maintain complete sets of commonly used forms for staff and families
• Faith Leader: Passion for making high-quality Christian education accessible and affordable for all.
• Faith Leader: Maturing Christ-follower who sees the fulfillment of this role and our mission as an active expression of their ongoing walk with Christ.
• Student Records and Enrollment: Manage the collection and maintenance of student information (receiving forms and paperwork, tracking missing forms, managing databases, updating contact information, keeping records current, etc.)
• Student Records and Enrollment: Oversee student files to ensure all proper documentation is collected, tracked in our computer system, organized, and filed
• Student Records and Enrollment: Manage student attendance, such as processing late arrivals and following-up with the families of absent students when necessary
• Student Records and Enrollment: Oversee new student enrollment by coordinating open houses, processing applications, and tracking all enrollments
• Student Records and Enrollment: Manage electronic student enrollment and information in school software and all electronic data systems in the HOPE network
• Student Records and Enrollment: Secure student transcripts from prior schools and provide student transcripts to future schools
• Student Records and Enrollment: Register and transfer students as needed
• Operations: Monitor, submit, and organize all invoices and packing slips for Operations leadership
• Operations: Assist with planning and coordination of logistics for student transportation
• An individual in this position must be able to successfully perform the essential duties and responsibilities listed above. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

Job description

Job Purpose

Under the direction of the School Operations Manager or Director, the Office Manager will operate a welcoming and efficient front desk and will support systematic processes for the growth of the school and organization. S/he will contribute to making sure that the school operations and communications are running smoothly. The Office Manager will work closely with school administration and staff to manage administrative projects and tasks.

Essential Responsibilities and Competencies

Front Desk

• Create a welcoming environment for visitors; serve as gatekeeper to address questions and minimize interruptions of the school administration team
• Oversee the day-to-day activities of the school, serving as the main point of contact in the school’s front office area
• Greet and document all visitors (signing in visitors, ensuring that students only leave with authorized parents/guardians, monitoring and controlling access to the school, etc.)
• Manage phones and ensure optimal level of service to students, parents, and community stakeholders
• Manage written communication and mailings between the school and students, parents, and the community
• Maintain and manage school calendar of events as well as inventory of school uniforms
• Build rapport with students, parents, and families and maintain open lines of communication
• Maintain a clean and organized office environment; maintain complete sets of commonly used forms for staff and families

Faith Leader

• Passion for making high-quality Christian education accessible and affordable for all.
• Maturing Christ-follower who sees the fulfillment of this role and our mission as an active expression of their ongoing walk with Christ. (Includes regular participation in a local church and other faith-growing habits and communities to be filled up regularly so he/she is ready to pour themselves into our work, mission, and team. Also includes alignment with and desire to advance our Statement of Faith and Code of Conduct)

Student Records and Enrollment

• Manage the collection and maintenance of student information (receiving forms and paperwork, tracking missing forms, managing databases, updating contact information, keeping records current, etc.)
• Oversee student files to ensure all proper documentation is collected, tracked in our computer system, organized, and filed
• Manage student attendance, such as processing late arrivals and following-up with the families of absent students when necessary
• Oversee new student enrollment by coordinating open houses, processing applications, and tracking all enrollments
• Manage electronic student enrollment and information in school software and all electronic data systems in the HOPE network
• Secure student transcripts from prior schools and provide student transcripts to future schools
• Register and transfer students as needed

Operations

• Monitor, submit, and organize all invoices and packing slips for Operations leadership
• Assist with planning and coordination of logistics for student transportation

An individual in this position must be able to successfully perform the essential duties and responsibilities listed above. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.