School Office Manager

Great Hearts Academies; Baton Rouge (LA); On-site; USD 42,000 - 60,000; Full time

Job summary

Great Hearts Academies in Baton Rouge is seeking an Office Manager to lead front office operations across campus sites. You will manage the Office Assistant, Enrollment Outreach Coordinator, and Assistant Office Manager while ensuring a welcoming environment for families and staff.

Responsibilities include processing enrollment and attendance data, maintaining student records, handling accounts payable/receivable, coordinating communications (email, texts, newsletters), and ensuring

Qualifications

• Bachelor’s Degree or 3 years of school office experience.
• Strong organizational and communication skills.
• Ability to manage confidential data professionally.

Responsibilities

• Oversee front office operations and staff.
• Coordinate parent communications via email, texts, and social media.
• Maintain student records and enrollment/attendance reporting.
• Handle accounts payable/receivable and vendor billing.
• Ensure website uploads are ADA compliant.

Skills

Communication

Leadership

Organization

Office software

Education

Bachelor's Degree

Tools

Word

Excel

JCampus

Configio

Job description

Position: Office ManagerSupervisor: Director of OperationsDirect Report(s): Enrollment Outreach Coordinator, Assistant Office Manager, & Office AssistantFLSA Status: Salaried ExemptAbout Great Hearts AcademiesGreat Hearts Academies is the largest network of classical K-12 schools in the country with academies across Arizona, Louisiana, and Texas. With a mission to cultivate the minds and hearts of students through the pursuit of Truth, Goodness and Beauty, we believe the highest goal of education is to become good, intellectually, and morally.Additional information can be found at http://www.greatheartsamerica.org/.What does Great Hearts have to offer?We offer a range of distinctive benefits designed to support the well-being and growth of our faculty and staff:Comprehensive Health Coverage: Exceptional medical, dental, and vision insurance with minimal employee contribution.Retirement Planning: A competitive 401(k) with employer match.Supportive & Mission-Driven Culture: Join a workplace centered around true collegiality, collaboration, and opportunities for personal and professional growth.Position SummaryOffice CultureStudent RecordsSchool FinancialsDuties & ResponsibilitiesOffice CultureManage the organization and services of the front office(s), ensuring a welcoming environment for all parents, students, and guestsLead the Office Assistant(s), Enrollment Outreach Coordinator, and Assistant Office Manager in the successful completion of their responsibilitiesApprove Front Office PTO and timesheetsOversee parent volunteers serviceOrganize and distribute communications to the parent body via email, robotext, and social media, including the weekly community newsletter, academy mailings, and headmaster announcementsKeep website updated with all current and relevant information including ensuring uploads (PDFs, graphics) are ADA compliant.Establish and communicate to all relevant parties an emergency contact and general oversight plan for the front office when not present at the school.Student RecordsManage the collection of student entry documents, including emergency cards and handbook signature pages, etc.Maintains all student files, uploads, and recordsManage the academy’s system and internal accountability for all enrollment/attendance reporting to the StateProcess records requests from families and schools and maintain student withdrawal files in a manner required by LDOE or EBR guidelinesEnsures all student files are ready for annual LDOE or EBR auditEnter in and update mater class schedule into JCampus and enroll all students into their assigned scheduleMaintain JCampus including creating course and updating schedule and student changesDistribute class schedules to all studentsCoordinate communication of grades to the familiesCoordinate with the college counselor on any edits needed to student transcriptsTruancy courtSchool FinancialsConduct all accounts payable and receivable activities, including deposits, credit card coding, invoices etc.Manage system for acquisition of educational supplies and non-curricular classroom materials and coordinate curricular supplies needed with Assistant Head of SchoolWork with GH Business Manager, Accounts Payable Clerk to coordinate vendor billing/communication.Manage the payment portal (Configio) for the academy, creating all products for student and family purchaseProcess refunds for families as needed, including for book deposits and Configio purchasesQualifications, Competencies & StrengthsBachelor’s Degree or 3 years of school office experience.Prior experience working in a front office.Budget management experience preferred.Ability to manage and organize confidential data efficiently.Ability to communicate effectively and professionally with students, parents, team members, and the public at large.Strong computer skills utilizing Word and Excel and the ability to learn new software and systems quickly.Be a self-starter with an ownership attitude and a strong sense of drive and urgency to meet established goals.Possess good supervisor and leadership skills with the ability to motivate and work with and through others to achieve desired results.Additional RequirementsType of fingerprint clearance: Must be able to pass fingerprint background clearance.Physical functions: Requires but is not limited to standing, sitting, repetitious hand and body movements, bending, squatting, and reaching. May be required to move or position equipment up to 15 pounds approximately.Employment is contingent upon successful completion of a criminal history background check and fingerprint clearance in accordance with state requirements.Travel required: May need to travel locally for training and professional development opportunities.This description reflects management’s assignment of essential functions. It does not exclude or restrict the tasks that may be assigned.Great Hearts Academies is an Equal Opportunity Employer.