Communication Skills, Computer Skills, Copying Machines, Customer Support/Service, Detail Oriented, Distance Learning, Educational Administration, Fax Machines, High School Diploma, Identify Issues, Interpersonal Skills, Microsoft Excel, Microsoft Word, Office Equipment, Office Management, Organizational Skills, Philosophy, Printers, Problem Solving Skills, Public/Media/Press/Analyst Relations, Record Keeping, Scholarship, Secondary School, System Operations, Team Player, Telephone Skills, Time Management
Job Title: SMCHS Office Manager
Reports to: SMCHS Principal
Hours: 40 hrs per week /40 weeks (during school year), up to 5 hours/week during summer weeks
Position Summary: As the first point of contact for SMCHS Office Manager will provide a warm and welcoming reception
for students, school personnel, parents and all other visitors. Performs secretarial support to the high school
administrators and school counselors to promote efficient school / system operations. Assists with administrative projects
requested by various departments within SMCS/SMCHS.
Job Responsibilities:
- Greet and assist visitors, teachers, parents and students and grant secure access to the building
- Answer incoming telephone calls. Record and deliver messages to administrators, staff, and students
- Maintain a professional atmosphere / appearance in the school office, copy room, staff kitchen area and conference room.
- Assist with scheduling substitute teachers and maintaining accurate records of assignments and coverage.
- Handle student and staff information/matters in a confidential manner
- Assume responsibility for PowerSchool troubleshooting and reports (and acts as a liaison to other system PowerSchool users within SMCHS and the other four schools.)
- Effectively uses computerized data bases and system-defined software for registration, attendance tracking, grade tracking, student scheduling, and other related use
- Provide backup coverage at front desk for lunch coverage and as needed
- Transcript requests, Naviance postings, etc.
- Collaborate with the academic department on student course requests and placement tests
- Support the activities associated with college scholarships
- Register students for online classes
- Add distance learning and online cases to transcripts
- LoSEC recordkeeping and assisting HR with volunteer compliance
- Assist in compliance of state immunization requirements
- Assist with Diocesan and state reports related to student compliance with policies
- Co-coordinate and organize a variety of engaging student and community events, including visit days, preview nights, open houses, all which foster a positive and informative experience for students and families
- Assist with Graduation and Senior Awards Program (and any other Recognition events)
- Attend faculty & staff meetings, as needed
- Prepare documents for records requests
- Prepare daily announcements and bi-weekly HS newsletters
- Update digital signage with high school happenings
- Perform other duties as assigned
Skills and Attributes:
- Ability to deal effectively with situations relative to adolescent physical, social and temperamental issues and make meaningful connections with high school students and staff
- Ability to perform reception responsibilities in a positive, professional and caring manner
- Exhibits excellent public relations skills founded on customer service principles
- Deals with student and staff information/matters in a confidential manner
- Ability to enjoy and thrive in a collaborative team setting with constantly changing priorities
- Ability to learn quickly, follow directives and instructions well, become proficient at specialized databases
- Ability to get things done with exceptional attention to details
- Ability to communicate effectively with supervisor and other team members to assure accurate information is disseminated, issues are resolved effectively by the appropriate person and deadlines are met
- Ability to see things that need to be done and proactively respond to the needs
- Believes in and is committed to the SMCS philosophy, administration, staff, students and families
Qualifications:
- High School Diploma or GED required
- 2-4 years office experience in a school setting, preferred
- Well-developed interpersonal and communication skills
- Good planning and organizational skills; detail oriented
- Strong computer skills and literate specifically in Microsoft Word, Publisher, Excel
- Knowledge of office equipment including copier(s), printer and fax machines
- Professional appearance and manner
W
Wisconsin Association of School Personnel Administrators