School Office Manager

Office

School Office Manager

Virginia Chance School

Purpose of Position: Responsible for being the first contact with Virginia Chance School, to handle any and all phone calls, to assist the teachers with copying, ordering school and office supplies, to maintain and organize student files, to manage the day-to-day operations of the office, and to monitor sick and injured children and their medications.

Responsibilities: This position is responsible for keeping the school office organized and efficient by offering administrative support to its staff, the faculty, parents and students. The responsibilities include but are not limited to:

Meeting and greeting all individuals who enter the school
Answering calls of inquiry, communicating information about the school, retrieving phone messages and monitoring the security system
Providing a daily “Scoop Sheet” that conveys information concerning students
regarding arrival, pickup, absentees, etc. and communication between the faculty and staff, notification of field trips, class tours, etc.
Entering all checks or cash that come to the school into the ledger
Managing anything that comes across the front desk
Working with the faculty and staff, forwarding requests and information accordingly
Ordering school, educational and office materials, specific classroom and school store supplies and receiving these supplies upon arrival to be delivered to their proper location
Monitoring and filing school forms/records, including admissions records,immunization forms, "back to school forms"
Mailing requested files and records to new schools after program director’s approval
Preparing annual county reports for the KY Department of Health x(immunizations) &
Monitoring fire, earthquake, tornado and disaster drills
Checking & copying current info for field trip drivers (Drivers License & Car Insurance)
Monitoring the needs of sick and injured children, organizing and administering prescription and non-prescription medications and making sure parental authorization is current and on file
Personally delivering required Epi Pens & Inhalers to the students’ classroom when updated
Ordering meals for Faculty & Staff on Professional Development days & days of celebration
Keeping an inventory of office supplies and placing re-orders accordingly
Distributing and receiving teachers beginning and end of school year data
Managing phone system, copier, fax and postal machines
Recording daily greeting on the phone & adding notifications of school being canceled or delayed on the answering machine
Managing any changes in parent-teacher conferences and conveying those changes to the teachers
Ordering chairs for school events
Scheduling classrooms for school photos and assisting during school photo shoots
Maintaining records and RSVPs regarding school events
Sorting and delivering the mail, handling postage and fax needs
Printing, collecting and filing monthly attendance records
Contacting maintenance concerning any building needs or malfunctions
Adding all events to the Google calendar (Virginia Chance or Admin)
Performing other duties as assigned by the Head of School, Program Directors & Director of Finance and Operations

Job Type: Full-time

Health Insurance-partial payment, Dental and Vision Insurance available, 100% Long Term Disability, $25K Life Insurance Policy, TIAA Cref Retirement matching at 3% and upward, 5 Personal Days, 5 Paid Holidays

8:00AM- 4:00PM - 5 days a week
Sitting at a desk for extended periods of time- this is a desk heavy job, working remotely is not an option with this position.
Please also note that you will be interacting with sick children, so your immunity will be tested but this phase does pass.

5/17/2019

$35,000