Office Manager

Victory Academy; Portland (OR); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Competitive pay

Medical/Dental/Vision

401K

Paid holidays

Paid vacation

Job summary

Victory Academy in Oregon seeks an Office Manager to support daily school operations, families, staff, and administration. The role requires exceptional organization, strong communication, and proficiency with school management systems to keep a welcoming, efficiently run environment.

You will handle attendance, front-desk duties, family advocacy, medical support, student records, and data systems like FACTS SIS, while coordinating calendars, supplies, and events under director guidance.

Qualifications

• Excellent organizational and communication skills.
• Experience with school management systems.

Responsibilities

• Oversee daily school operations and front-desk duties.
• Manage attendance and records for students.
• Coordinate with families and staff to support operations.
• Maintain FACTS SIS and school documents.
• Support executive leadership and calendar planning.
• Ensure confidentiality and compliance.

Skills

Organization

Communication

Customer service

Multitasking

Problem solving

Tools

FACTS SIS

Google Workspace

Office suite

Job description

Victory Academy (Victory) is Oregon’s only year-round, non-profit, private school dedicated to serving children, teens, and young adults with autism and related learning differences. Victory’s mission is to deliver an integrated academic and therapeutic program, customized to match a person’s current gifts and challenges. We believe in teaching and learning from joy! We believe that relationships are the most important aspect of supporting a student’s learning and progress! We believe in collaboration, innovation, and overall fun!

Victory seeks to hire an Office Manager.

The Office Manager reports directly to Victory Directors and serves as a core facilitator of Victory’s daily school operations, with the primary goal of supporting families, staff, and administration. This multifaceted role requires exceptional organization, strong communication skills, and proficiency with school management systems to ensure a welcoming, efficient, and smoothly running school environment.

General Job Responsibilities Include:

About Victory!

Victory Academy (Victory) is Oregon’s only year-round, non-profit, private school dedicated to serving children, teens, and young adults with autism and related learning differences. Victory’s mission is to deliver an integrated academic and therapeutic program, customized to match a person’s current gifts and challenges. We believe in teaching and learning from joy! We believe that relationships are the most important aspect of supporting a student’s learning and progress! We believe in collaboration, innovation, and overall fun!

Victory seeks to hire an Office Manager.

The Office Manager reports directly to Victory Directors and serves as a core facilitator of Victory’s daily school operations, with the primary goal of supporting families, staff, and administration. This multifaceted role requires exceptional organization, strong communication skills, and proficiency with school management systems to ensure a welcoming, efficient, and smoothly running school environment.

General Job Responsibilities Include:

Student and Family Services

• Attendance Management: Oversee daily and monthly student attendance tracking; manage OHP (Oregon Health Plan) attendance reporting and provide dedicated support to families navigating insurance or attendance documentation.
• Front-Line Reception: Serve as the primary point of contact for the school by managing the front door, greeting visitors, and answering phone inquiries with a professional and welcoming demeanor.
• Family Experience & Advocacy: Act as the central point of contact and primary resource for families navigating all aspects of their Victory experience, fostering strong home-school partnerships.
• Medical Support: Securely manage, log, and administer student medications in strict compliance with school policies and health regulations.
• Student Records: Process external records requests in a timely manner.

Systems and Data Administration

• FACTS SIS Management: Oversee the FACTS Student Information System, including login management for staff, all-school system configuration, data entry, and routine database maintenance.
• Document & Contact Control: Create, format, and regularly update essential school documents (such as class lists and academic calendars) while maintaining accurate digital directories via Google Contacts.
• Information Organization: Systematically maintain both digital and hard-copy filing structures to ensure confidentiality, regulatory compliance, and easy retrieval.
• Financial Log Oversight: Monitor and maintain check logs and related administrative documentation with high accuracy.

Communications and Community Relations

• School-Wide Communications: Draft, format, and distribute the weekly school newsletter alongside other critical parent and all-school announcements.
• Digital Presence: Execute routine website and FACTS family portal updates to ensure public-facing information, calendars, and resources remain current.
• Resource Coordination: Curate and maintain an up-to-date Community Resources list to support school families and staff.
• Parent Service Hour Oversight: Coordinate and track mandatory family volunteer hours; provide regular progress updates to families and collaborate with the finance department to process appropriate charges for unfulfilled service obligations. Assist with the logistical administration of the MAST (Monthly Appreciation of Staff and Teachers) Program.

Staff Support and Personnel Coordination

• Daily Scheduling: Coordinate daily staffing adjustments and substitute teacher placements in close collaboration with leadership (Tricia).
• Time-Off Tracking: Review, track, and log Paid Time Off (PTO) requests in partnership with HR/leadership.
• Onboarding Support: Assist with the practical elements of employee onboarding for new staff members.
• Meeting Preparation: Develop and organize visual slideshow presentations for monthly staff meetings.

Director Support

• Executive Assistance: Provide direct administrative support to the Directors, assisting with troubleshooting software/technology, draft communications, and document updates.
• Operational Communication: Serve as a key liaison to deliver messages, directives, and updates between the Director, staff, and school community efficiently.

Logistics and Facilities Operations

• Office Supply Management: Monitor, inventory, and order office and school supplies to ensure staff have necessary materials.
• Calendar Oversight: Manage the master Google Calendar for all-school events, deadlines, and facility needs to prevent scheduling conflicts.
• Transportation Logistics: Coordinate and oversee daily or event-based school van assignments.
• Equipment Maintenance: Act as the primary point of contact for printer management, troubleshooting, and service coordination.

Committees and Specialized Programs

• Event Planning: Actively participate in and support key school committees, including Victory’s Annual Fundraiser and Auction.

Other Primary Responsibilities Include:

• Attending weekly staff meetings and trainings (to be held on Wednesday afternoons)
• Attending and participating in Victory’s annual in-service week training (August/September)
• Communicating daily with Directors and other team members
• Attending selected professional development activities and conferences as determined by Directors
• Maintaining strict confidentiality regarding each student’s customized education plan and other related records and conversations

Candidate must hold the following qualifications and characteristics:

• Flexibility–hours before/after school, weekends, and school breaks as necessary
• Self-directed
• Executing timely solutions

Other Requirements:

• Registering with the Oregon Criminal History Registry
• Current CPR/First Aid Card
• Mandatory Reporting of Suspicion of Child Abuse

Victory provides comprehensive training in all positions and are proud to offer:

• Competitive compensation based on education and experience
• Comprehensive medical, dental, vision, and prescription (three options through Providence)
• 401K (2% employer match)
• Life and Disability Insurance option
• 5-10 days of additional PTO, based on job position
• Paid holidays
• Eight weeks PAID vacation time per year
• A work environment focused on happiness, health, and well-being /family-friendly

Please contact Director Tricia Hasbrook ([e-mail]) for more information.