School Office Manager

The Leona Group; Okemos (MI); On-site; USD 42,000 - 64,000; Full time

Job summary

The Leona Group is seeking an organized School Administrative Coordinator to manage administrative functions, processes, equipment, and employees in line with school and Leona standards.

Responsibilities include maintaining student records, data entry for state reporting, reporting on enrollment and attendance, and ensuring confidentiality of records. You will support HR initiatives, payroll review, procurement, and liaison with maintenance and corporate teams.

Qualifications

• Appropriate general business writing and math skills as acquired through college coursework or equivalent training and experience.
• Strong proficiency in Google Suite, as acquired through 3 or more years’ work experience.
• Accurate alphanumeric data entry skills; familiarity with school management software programs; prior experience in a public school setting helpful but not required.
• Demonstrated success in implementing school and business office procedures as acquired through prior work experience.
• Evidence of proficiency in organizing projects and meeting multiple concurrent deadlines while successfully managing ongoing administrative work with frequent interruptions.
• Superior customer service skills; able to properly address internal and external customers in person, by phone, in writing and in email.
• Evidence of successful experience in student and parent relations.
• Ability to work as a team member to accomplish multiple complex and time-sensitive tasks. Prior experience training and supervising clerical or support staff is helpful but not required.
• Demonstrated ability to function independently in coordinating the responsibilities of a school office setting and in the frequent absence of the supervisor.
• Demonstrated ability to properly safeguard the confidentiality of student, staff and school data as well as office communications, activities and decisions.
• May be required to travel, including occasional overnight travel, to attend training and authorizer/sponsor mandated events.

Responsibilities

• Maintain accurate and complete student records including hard-copy records, entry to student data management systems, department-specific records, and others.
• Generate and review reports for quality control purposes, troubleshoot and resolve problems.
• Ensure procedures are in place to ensure the confidentiality of student records.
• Analyze and organize and direct office operations, procedures, and workflow to ensure that school and management company procedures are properly implemented.
• Provide training and direction for other office staff, if applicable.
• Make recommendations for improvement in school and office operations to School Leader.
• Remain aware of authorizer, state and federal compliance expectations and their impact on the school’s standing.
• Assist with office clerical duties as needed including reception, keyboarding, making announcements, mail distribution, greeting visitors, and others.
• Assist with the scheduling of substitute teachers.
• Serve as liaison to building maintenance/property manager.
• Order office and school supplies; generate check requests, expense reports, purchase orders and other documents for Leader approval in a timely fashion.
• Interact with corporate support departments to identify and resolve problems; inform School Leader of concerns.
• Assist with facility security through coordination of and office keys, passcards, equipment, or other items.
• Support Human Resource initiatives such as annual benefits enrollment processes, new employee orientation, staff training and professional development, etc.
• Process clerical and personnel records to insure completeness, accuracy, confidentiality and timeliness.
• Review school payroll on a timely basis and prepare for Leader approval.
• Coordinate new hire processing; as requested, prepare documentation of personnel actions for Leader approval; maintain ‘local’ personnel files.
• Assist in coordination of social functions and other school meetings.
• Maintain and reconcile petty cash and school checking account.
• Administer first-aid and/or medications as permitted by parent/guardian authorization.
• Manage school document retention and destruction compliance as outlined by state archives.
• Serve as coordinating liaison for school volunteers including Parent-Teacher organizations.

Skills

General business writing

Math skills

Accurate data entry

Customer service

Teamwork

Confidentiality

Project coordination

Communication with students/parents

Education

College coursework or equivalent training and experience

Tools

Google Suite

Job description

Description

Manage school administrative functions, processes, equipment, and employees in accordance with school and Leona standards.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Maintain accurate and complete student records including hard-copy records, entry to student data management systems, department-specific records, and others. As required by the state and/or authorizer/sponsor, perform data entry for state reporting purposes.
• Generate and review reports for quality control purposes, troubleshoot and resolve problems. Provide regular reports to Leader, Board, corporate office, or others as directed, on topics such as enrollment, attendance, school programs or events, etc.
• Ensure procedures are in place to ensure the confidentiality of student records.
• Analyze and organize and direct office operations, procedures, and workflow to ensure that school and management company procedures are properly implemented.
• Provide training and direction for other office staff, if applicable.
• Make recommendations for improvement in school and office operations to School Leader.
• Remain aware of authorizer, state and federal compliance expectations and their impact on the school’s standing.
• Assist with office clerical duties as needed including reception, keyboarding, making announcements, mail distribution, greeting visitors, and others.
• Assist with the scheduling of substitute teachers.
• Serve as liaison to building maintenance/property manager.
• Order office and school supplies; generate check requests, expense reports, purchase orders and other documents for Leader approval in a timely fashion.
• Interact with corporate support departments to identify and resolve problems; inform School Leader of concerns.
• Assist with facility security through coordination of and office keys, passcards, equipment, or other items.
• Support Human Resource initiatives such as annual benefits enrollment processes, new employee orientation, staff training and professional development, etc.
• Process clerical and personnel records to insure completeness, accuracy, confidentiality and timeliness.
• Review school payroll on a timely basis and prepare for Leader approval.
• Coordinate new hire processing; as requested, prepare documentation of personnel actions for Leader approval; maintain ‘local’ personnel files.
• Assist in coordination of social functions and other school meetings.
• Maintain and reconcile petty cash and school checking account.
• Administer first-aid and/or medications as permitted by parent/guardian authorization.
• Manage school document retention and destruction compliance as outlined by state archives.
• Serve as coordinating liaison for school volunteers including Parent-Teacher organizations.

Requirements

• Appropriate general business writing and math skills as acquired through college coursework or equivalent training and experience.
• Strong proficiency in Google Suite, as acquired through 3 or more years’ work experience.
• Accurate alphanumeric data entry skills; familiarity with school management software programs; prior experience in a public school setting helpful but not required.
• Demonstrated success in implementing school and business office procedures as acquired through prior work experience.
• Evidence of proficiency in organizing projects and meeting multiple concurrent deadlines while successfully managing ongoing administrative work with frequent interruptions.
• Superior customer service skills; able to properly address internal and external customers in person, by phone, in writing and in email.
• Evidence of successful experience in student and parent relations.
• Ability to work as a team member to accomplish multiple complex and time-sensitive tasks. Prior experience training and supervising clerical or support staff is helpful but not required.
• Demonstrated ability to function independently in coordinating the responsibilities of a school office setting and in the frequent absence of the supervisor.
• Demonstrated ability to properly safeguard the confidentiality of student, staff and school data as well as office communications, activities and decisions.
• May be required to travel, including occasional overnight travel, to attend training and authorizer/sponsor mandated events.