Office Manager

Tremont School, Concord, MA

Accredited by NEASC

JOB SUMMARY:

Under the supervision of the Executive Director, the Office Manager organizes, directs and performs varied and complex clerical and secretarial work with confidentiality and sensitivity. In performing duties, responsibilities, and tasks, the individual utilizes independent judgment, initiative, tact, patience and kindness. The Office Manager is often the first voice and face representing the school and its vision, mission, and core values.

CHARACTERISTICS:

The School Office Manager provides a professional environment that supports and welcomes people to the school. The position is characterized by wide-ranging responsibilities often conducted in an atmosphere of frequent interruptions, time constraints and/or in the necessary absences of the Tremont Administrator(s). This position is pivotal in facilitating the school's educational purposes and the efficient daily operations of the school office. The position buffers the Tremont Administrator(s) and staff from unnecessary interruptions.

REPRESENTATIVE DUTIES:

The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to this classification.

Essential Duties

  • Manage a school office and provide clerical support to Tremont Administrator(s) and staff as required;
  • Maintain the Executive Director’s calendar, screen calls, receive visitors and respond to requests for information and assistance as appropriate;
  • Support the Director of Enrollment Management with administrative duties and event planning
  • Support the Academic Dean and Executive Director as specified by those positions;
  • Support the Chair of Advancement from the Board of Trustees;
  • Facilitate the school schedule for Middle School, High School and individual students;
  • Serve as an initial go-to person for teachers in need of support;
  • Explain procedures to parents, teachers, other employees and the public;
  • Provide training, assign and monitor the work of staff, student helpers, and parent volunteers;
  • Maintain and troubleshoot office equipment as necessary;
  • Establish and maintain confidential files;
  • Independently respond to routine letters, emails, and general correspondence;
  • Responsible for performing and/or delegating correct record-keeping of student enrollment preparation and/or maintenance of the confidential student folder and all required records contained therein, verification of enrollment and health eligibility, and transfer or release of documentation;
  • Maintain and update student and staff emergency information, i.e. emergency cards, computer data and disaster preparedness;
  • Maintain student attendance records, including preparation and verification of daily student attendance, entering enrollment information into the attendance system, preparing required attendance reports on a daily, weekly and monthly basis;
  • Maintain employee time reports and attendance records
  • Prepare transportation requests, calendars and answers questions about field trip activities;
  • Maintain information on and answer questions regarding specific school programs, fundraisers and after school activities;
  • Compose school-wide communications, correspondence, and a variety of bulletins, newsletters, memos, emails, forms and update the school calendars;
  • Maintain control of school facility keys, assign and distribute keys to staff as necessary.

Other Related Duties

  • Assist with implementation and coordination of emergency procedures for Tremont Disaster Plan;
  • Prepare purchase orders and update faculty on their budget balances
  • Assist with student medical needs and administer first aid, CPR and/or prescribed medication as necessary;
  • Prepare and disseminate student progress reports;
  • In the absence of the Tremont Administrator(s) monitor and oversee students, contact parents, guardians, or authorized adult when necessary to provide transportation and/or to release the student to adult supervision

MINIMUM QUALIFICATIONS:

Knowledge of:

  • School office practices and procedures;
  • Equipment used in a school office including knowledge of Google Suite, word processing, spreadsheets, FACTS database (or equivalent), E-mail and internet computer applications;
  • Standard record keeping, filing systems and procedures;
  • Business letter and report writing techniques;
  • Business office telephone techniques and etiquette;
  • Basic math used in an office environment;
  • First aid and CPR procedures;
  • Principles of leadership, office organization and management, public relations, and training.

Ability to:

  • Effectively plan, organize and prioritize work of self and others in a demanding environment;
  • Utilize sound independent judgment in performing tasks and fulfilling responsibilities;
  • Establish and maintain effective interpersonal relationships and effectively communicate using tact, patience and courtesy in a manner that reflects the school;
  • Communicate accurately, effectively and courteously both orally and in writing to a diverse audience under busy and/or difficult/confidential situations;
  • Operate various standard and specialized office equipment including a personal computer and copy machine;
  • Rapidly learn procedures and software as required;
  • Post, check, maintain files, statistical, financial and other records rapidly and accurately;
  • Implement school policies and procedures;
  • Compose correspondence and written material independently;
  • Understand and carry out oral and written instructions;
  • Maintain databases and manage information systems;
  • Receive training and correctly employ physical health care procedures under the indirect supervision of the school’s health consultant;
  • Understand, be sensitive to and respect the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disabilities, and sexual orientation and gender identity of students, parents, teachers, administration, and staff.

EMPLOYMENT QUALIFICATIONS:

 Education:

  • B.A. or B.S. preferable

Experience:

  • Two (2) years of responsible varied clerical and secretarial required.
  • Tremont experience is highly desirable

 

Schedule and Compensation:

The Office Manager position is a non-exempt, part-time employee compensated at the rate of $22.00/hour. Work would begin immediately between 20-30 hours/week. Effective August 24th or thereabouts, the work schedule will match the school schedule of 7:45am to 3:15pm, except on school holidays and vacation weeks. Summer hours will be reduced significantly effective mid-June through mid-August.

 

To Apply:

Please send resume and letter of interest to: employment@tremontschool.org

 

 

 

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