Office Manager

Benton Hall Academy

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Job Summary

Summary

The office manager supports the Head of School, Dean of Students, Dean of Academics, Athletic Director, Business Manager, and Guidance Counselor.  Their responsibilities include establishing and maintaining department records, providing assistance and information to staff and visitors, coordinating assigned projects, compiling and distributing a wide variety of materials and reports and other duties assigned.

Job Responsibilities

Functions:

General

• Be present and available from 7:00 a.m. to 4:00 p.m.
• Lock the front door at 8:15 and let in guests after that.
• Coordinate office and phone coverage when away from their desk.
• Answer incoming telephone calls for the purpose of screening calls, transferring calls, and responding to inquiries and/or taking messages.
• Compile data from a variety of sources for the purpose of preparing reports or processing requests.
• Coordinate assigned projects and/or program components (Conference schedules, central office calendar, etc.)
• Greet employees, visitors/guests in person or via telephone when providing information, taking messages, and/or directing to appropriate personnel.
• Maintain a variety of manual and electronic documents, files, and records.
• Maintain an inventory of supplies and materials and reorders or requests a reorder as needed.
• Prepare a variety of correspondence, reports, and other materials.
• Copy administrators and staff on all outgoing/incoming e-mails pertaining to students and school activities.
• Schedule calendar for the Head of School and makes all meeting arrangements.
• Review and prioritize the Head of School’s mail.
• Draft letters for signature based on notes or other directions given.
• Maintain a sense of teamwork and a positive tone among school staff.
• Update faculty, and staff demographic information in Sycamore Education.
• Perform duties related to admissions as directed by the Head of School.
• Gather all information and make appointments for prospective students in coordination with administrators.
• Collect dues for athletics, SIL, field trips, and other activities and log in and track money received.
• Train and problem-solve the teachers/staff on Sycamore Education in coordination with administrators.
• Assist in managing Sycamore Education.
• Ensure attendance is recorded each day and document tardies.
• Call parents of absent students to verify absences.
• Inform all staff of known absences and tardies via email.
• Assist in managing BHA’s Facebook page.
• Coordinate pre-registration, registration, and withdrawal of students.
• Support Athletic Director in all matters pertaining to athletics including scheduling and corresponding to parents.
• Coordinate and organize school pictures.
• Manage High School Office Aids.
• Send progress reports and report cards to parents if necessary.
• Send out mass mailings to parents.
• Scan records, maintain files of former students, and assist Guidance with transcript requests.
• Lunch duties include: updating prices and menus yearly, ordering food and supplies, setting up and breaking down of serving line, serving lunch, and making sure the kitchen is clean on Friday.

Health and Well-being of Students/Staff

• Administer first aid to staff/students.
• Administer medication to students and keep a log in Sycamore Education.
• Monitor students referred for illness and/or injury.
• Provide care to students with chronic illnesses and extremely high-risk students (e.g. allergies, asthma, diabetes, seizures, etc.)
• Maintain students’ confidential files and records.

Qualifications

Qualifications

• Proven office management, administrative, or assistant experience
• Knowledge of office management responsibilities, systems, and procedures
• Excellent time management skills and ability to multitask and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• Proficient in Microsoft Office and Google Suite, with knowledge of Google Apps for Education
• Knowledge of accounting, data, and administrative management practices and procedures
• Knowledge of clerical practices and procedures
• Knowledge of human resources management practices and procedures
• Knowledge of business and management principles
• Computer skills and knowledge of office software packages
• Interpersonal skills with the ability to communicate effectively with potential parents, current parents, board members, staff, faculty, and students who are non-traditional learners

Additional Information

Benefits

How to Apply

Email Jimmy Purcell, Head of School

j.purcell@bentonhallacademy.org

Details

• Date Posted: April 19, 2023
• Type: Full-Time
• Job Function: Administrative
• Service Area: Education
• Start Date: 07/05/2023
• Working Hours: M-F 7:00am - 4:00pm