Office Manager

The Office Manager is responsible for providing outstanding customer service and support to students, staff, families and community members who enter the school. The Office Manager is also responsible for supervising school office support staff, providing administrative support to the CEO, Principal, and staff and coordinating all clerical activities within the office. The Office Manager acts as the liaison for the CEO and Principal to staff, students, parents, Board of Directors, and community members.

Essential Functions and Responsibilities:

The duties and responsibilities described below are considered the essential functions of the position. As Pathways High is a small, innovative school, staff wear "multiple hats" and the job description is not designed to contain a comprehensive listing of all activities, duties or responsibilities that are required for this job. Duties, responsibilities and activities may change at any time, with or without notice.

Data Tracking and Management

• Maintain accurate student records in Skyward (student information system)
• Track daily attendance in Skyward
• Upload student information into classes each trimester
• Upload required documents to Epicenter (portal for UWM Office of Charter Schools) on monthly basis
• Maintain Board of Directors roster and board meeting minutes
• Send annual board meeting calendar invites to Board of Directors

Support Staff Coordination and Supervision

• Supervise, coach, counsel and evaluate school office support staff
• Work with administration to provide leadership in the coordination of office tasks and duties, ensuring clear responsibilities, positive teamwork, and timely feedback
• Train and/or coordinate activity of office personnel to include janitor and food service support
• Approve hourly Staff timesheets to assist with submission to the payroll department.
• Coordinate new staff interviews, as needed, and upload documents for hiring to the interview Google drive.
• Assist in onboarding of new staff
• Serve in a leadership role to support students, teachers, staff, parents and community members

Employee Benefits Coordination

• Coordinate annual renewal of employee benefits
• Manage teacher absences, in-house substitute coordination and absence reporting.
• Advise and monitor staff regarding paid time off, including overages.
• Serve as liaison to CEO for leave of absence requests, including FMLA options.
• Coordinates confidential files of staff with the CEO.
• Collect and secure activity (technology, IMPACT experiences, graduation cap & gown fees) funds.

Building & Grounds Management and Emergency Response

• Manage building equipment & service providers (elevator, alarm, HVAC, electrical, building and grounds maintenance, etc.)
• Serve as primary contact and coordinator for office vendors, general correspondence and any administrative/staff meetings, including managing inventory and ordering supplies.
• Serve as a member of the building Emergency Response Team, attend regular meetings and maintain building Crisis Response Plan.

Communications and Event Logistics Coordination

• Create and update information on school website, daily announcements and internal/external weekly newsletters
• Assist in planning and coordination of all major school events including but not limited to: Staff Gatherings, Parent/Teacher Conferences, New Student Information Night, Exhibitions, Junior Defense, fundraisers, and Graduation
• Support logistics of annual spring fundraiser

Knowledge, Skills and Abilities:

To perform this job successfully, an individual must be able to perform each duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required at the time of hire, or for the continuation of employment.

Skills and abilities:

• Ability to work effectively, collaboratively and positively with administrators, counselors, staff, parents, students, and the public.
• Ability to learn and use system technology.
• Ability to use a positive, caring, supportive approach while working with a variety of people.
• Ability to initiate, prioritize and implement responsibilities without direction.
• Ability to work independently, make sound judgments, organize, plan and balance multiple priorities.
• Ability to maintain a high degree of confidentiality of school and student information.
• Ability to maintain self-control and handle complaints and requests for information in an effective, positive and efficient manner.
• Ability to operate a variety of office machines including telephone, calculator, photocopiers, computers, and various software applications and equipment, etc.

Language skills:

• Ability to read, analyze, and interpret handbooks, manuals, budget reports, etc.
• Ability to write reports, business correspondence and procedure manuals.
• Ability to effectively present information and respond to questions from groups of administrators, Board of Directors, staff, students, parents, and the general public.

Mathematical skills:

• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
• Ability to do statistical typing with a high level of accuracy.

Reasoning ability:

• Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions with several abstract and concrete variables.
• Ability to use good judgment and effectively solve problems.

Education and experience:

• Associate's degree or equivalent from two-year college or technical school; or a minimum of four years related experience and/or training; or equivalent combination of education and experience.
• Minimum of 3 years of Office Manager or Supervisory work. Working with public contact preferred.
• Experienced in Microsoft Office, Google Docs and desktop publishing. Proficiency in use of Internet and Email.