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Office Manager

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Westside Christian Academy
Published
December 7, 2023
Location
23096 Center Ridge Road, Westlake, OH
Category
Job Type

Description

Reports to: Director of Operations

General Responsibilities: The office manager oversees the central office and provides a variety of services to advance the mission of the school. This person also supervises for the front desk receptionist and Office Assistant/Executive Assistant.

Work Hours: Full time, generally 7:45-3:45. Summer hours vary.

Specific Responsibilities include but are not limited to the following:

General

  • Supervise and delegate tasks to the Office Assistant and front desk receptionist
  • Process incoming and outgoing mail; prepare information packets, and generate parent mailings
  • Work closely with the administration, nurse, and local authorities as needed to help ensure the health and safety of our students
  • Utilize and encourage parent and student volunteers who assist in the office
  • Properly handle monies collected for various activities
  • Coordinate all-staff events and recognitions
  • Plan and coordinate fire drills
  • Manage school calendar and room scheduling requests
  • Provide general office assistance to Director of Operations as needed

Records

  • Maintain student, family, and staff database
  • Organize physical student records and fulfill student records requests as needed
  • Organize and send student progress reports and report cards to parents
  • Oversee student attendance process
  • Manage the onboarding and off-boarding process for employees, volunteers, and contractors
  • Keep personnel files and ensure they are up-to-date
  • Manage student withdrawal process
  • Assist HOS with mandated services as needed; add school notes, monitor progress, inform principles as needed
  • Maintain and edit organizational documents such as employee handbook, staff directory, master list, class lists, org chart, and others
  • Record staff and substitute attendance

Reception

  • Assist teachers, parents, and students who come to the office for a variety of reasons
  • Manage the school’s voice messaging and general email
  • Monitor and respond to main email account

Assistance to the Board Secretary

  • Send email reminders to trustees
  • Present meeting agenda with approval from the board secretary
  • Receive and file board reports
  • Compile and distribute board-meeting packet
  • Schedule and prepare room for board meetings
  • Attend board meetings and take meeting minutes. Finalize and distribute board secretary approved minutes
  • Add and delete members as necessary on the WCA google group and set up shared drives for documents as needed.

Qualifications

  • A follower of Jesus Christ and personal agreement with our Statement of Faith and lifestyle agreement
  • Strong familiarity with Google Office Suite
  • Comfort learning new databases and online platforms
  • Skilled in the use of Google Sheets or Microsoft Excel
  • Detail-oriented and organized
  • Excellent verbal and written skills
  • Friendly, gentle, patient, and professional demeanor; teachable spirit
  • Personal enthusiasm, optimism, and a sense of humor

 Contact:  Interested candidates should email their letter of intent and resume to Dirk Russell, drussell@westsideacademy.org

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