Position Overview

The Office Manager/School Operations Coordinator plays a vital role in ensuring the smooth and efficient operation of the school. This position requires a versatile and dedicated individual who can manage a broad range of administrative tasks. From overseeing communications, maintaining the facility to supporting faculty and staff and participating in school events, their work will directly contribute to creating a supportive and dynamic educational environment.

Staff and Faculty Support

• Reports to and works closely with Head of School to provide essential support
• Manage the coordination of substitute teachers for both planned and unplanned absences
• Oversee the ordering of all classroom supplies and track classroom budgets
• Keep binder of emergency contacts for all students
• Assist with carpools when needed
• Schedule and conduct required emergency drills

Welcoming/Reception

• Greet visitors and manage phone inquiries
• Receive and distribute USPS mail and packages

School News and Information

• Collects information, creates and sends out Knox Notes, a bi-monthly school newsletter
• Send out teachers’ bi-monthly classroom newsletters
• Generates observation schedules received from the Head of School for the parents 2x year via online SignUp Genius
• Generates Parent-Teacher Conference schedules received from the Head of School 2x year via online SignUp Genius
• Create Sign-Up Genius invitations for school events and track RSVPs
• Manage communications for school-related health alerts and other emergencies
• Create regular posts for the Ronald Knox Facebook page
• Update the school website as needed
• Send out surveys to gather feedback from parents

Office and Building Management

• Order office and building supplies
• Address equipment issues by arranging for repairs and working with contractors
• Keep the school’s Operations binders organized and up to date
• Schedule annual service calls for essential systems; i.e., sprinkler & alarm systems, backflow, elevator inspections

Events and Activities

• Participate in school events, taking photos for later use on Facebook/Yearbook
• Coordinate with parent volunteers for event support
• Arrange bus rental for field trips
• Coordinate annual Picture Day with photographer
• Work on annual fundraiser communications/promote & track Class Contest participation

Financial Administrative Tasks

• Organize monthly receipts of school purchases for submission to business manager
• Set up tax-exempt accounts for school purchases

Special Duties

• Manage Hot Lunch Program and daily fruit/veggie snack for classrooms
• Create annual Yearbook/promote and track sales & distribution
• Create summer camp fliers
• Order and send out graduation invitations/track RSVPs
• Create graduates’ certificates
• Create custom graduate video slideshow for presentation at graduation ceremony

Position Requirements

This role is suited for someone who is organized, proactive and possesses strong communication skills. The ability to multitask and prioritize tasks according to urgency and impact is crucial. A successful candidate will demonstrate a commitment to supporting the educational environment through meticulous administrative work and a collaborative approach to problem solving. Must be comfortable working with and/or becoming proficient with Xcel, Word, Google docs, Google Sheets and SignUp Genius software platforms. Willing to learn new software and web applications.

For more information or to apply, contact Blythe Silva at blythe_silva@ronaldknox.org