Office Manager

Hope Christian Schools Prima, LLC; Milwaukee (WI); On-site; USD 42,000 - 56,000; Full time

Job summary

Hope Christian Schools Prima, LLC is seeking an Office Manager to operate a welcoming front desk and support systematic processes for growth across the school and organization.

The role partners with school administration to manage administrative projects, communications, and events, while maintaining student records and enrollment workflows within the HOPE network.

Qualifications

• Front desk responsibilities: create a welcoming environment, manage phones, greet visitors, and handle mailings.
• Student records and enrollment: maintain forms, databases, attendance, and enrollment processing.
• Operations: monitor invoices, packing slips, and transportation logistics.

Responsibilities

• Create a welcoming environment for visitors and serve as gatekeeper to minimize interruptions to the office.
• Oversee day-to-day front office activities and be the main contact in the school’s front desk area.
• Greet and document all visitors and manage access to the school site.
• Manage phones and ensure quality service to students, parents, and community.
• Maintain and manage school communications, calendar, and uniforms inventory.
• Build rapport with students, parents, and families; maintain open lines of communication.
• Maintain an organized office and keep forms readily available for staff and families.
• Support student records, enrollment, and data in school software; coordinate open houses and applications.
• Process invoices, packing slips, and assist with transportation logistics.

Job description

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 R esponsibilities 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.