Office Manager (Spanish Speaking)

Alpha Public Schools - San Jose, CA - Full time

Alpha Public Schools - San Jose, CA - Full time

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POSITION: Office Manager

REPORTS TO: School Principal

KEY RELATIONSHIPS

  • Alpha Public Schools teachers & principals
  • Students and Families
  • Alpha Operations Team

LOCATION: San Jose, CA

ORGANIZATIONAL OVERVIEW

Born out of parent activism, Alpha Public Schools is a network of public charter schools serving the students of East San Jose. Alpha students, families and teachers collaborate to develop the 21st century academic skills and character strengths students need for success in school, college and career. Together we create self-reliant leaders committed to making positive change in the world. 

ROLE SUMMARY

The Office Manager is the gatekeeper to all students, families and staff and plays a critical role in ensuring a school main office runs efficiently and effectively. Alpha is seeking an entrepreneurial Office Manager who will thrive in a dynamic startup environment. The ideal candidate knows how to effectively communicate with others, ensure complete confidentiality with all student, family & staff related matters, has the entrepreneurial spirit required for a startup, and deeply believes in the no excuses/high expectations world of charter success. A growth mindset and strong mission alignment will be the defining characteristics of successful applicants.

WHAT WE’RE LOOKING FOR

  • DRIVEN: a sustained commitment to the school and workplace that demonstrates persistence and drive to complete a job.
  • ENTREPRENEURIAL: demonstrate risk taking, innovation, self-confidence, and the ability to push oneself beyond one’s comfort zone.
  • RELATIONSHIP BUILDER: demonstrate ability to leverage relationships to improve outcomes for students; develop strong relationships with Alpha students, families, and colleagues
  • FLEXIBLE: adapt to meet the needs of the organization and a startup work environment
  • COLLABORATIVE: Engage and work closely with fellow staff members and demonstrate strong communication

JOB QUALIFICATIONS

  • High School Diploma required
  • Bilingual Spanish/English – Required
  • Experience working in a high-performing charter school organization or other entrepreneurial environment strongly preferred
  • Strong organizational skills and attention to detail, with a demonstrated ability to work independently in a fast-paced environment, lead projects, meet multiple concurrent deadlines and organize time and priorities
  • Stellar customer service! Ability to deal effectively and graciously with situations requiring tact and judgment
  • Manage competing priorities and demands of a school office environment
  • Excellent written and verbal communication skills
  • Highly proficient in Microsoft Excel, PowerPoint, Word and Google applications
  • 2+ years of administrative experience/community outreach

OFFICE MANAGER RESPONSIBILITIES:

Administrative

  • Perform general clerical duties including answering phones, taking and distributing messages, sorting mail and preparing general correspondence
  • Provide support to the Principal and teachers as necessary
  • Monitor Special Projects and coordinate timely completion of administrative/clerical tasks
  • Purchase School Level Supplies, including office supplies and student supplies, utilizing accounts with Amazon, Staples Advantage, and other vendors

Student Data Management

  • Manage Student Information System (Illuminate), including routine data entry
  • Implement and oversee the process to send, receive, update and store student Cumulative Folders
  • Ensure all discipline activity and procedures are documented using Illuminate and/or other data collection systems
  • Maintain Student Records including Cumulative files, Language files, Health files, Discipline files
  • Manage the enrollment, transfer, discharge, and readmission process for students and the preparation of related records and files
  • Collect and maintain Free and Reduced Price Lunch applications, maintain confidentiality

Attendance & Enrollment

  • Ensure current and accurate student records, effective enrollment processes, and timely communication with parents
  • Collect data on performance of transfer students
  • Oversee truancy notifications and initial truancy communication with students and families
  • Effectively execute truancy documentation and communication to appropriate parties
  • Conduct Monthly Attendance checklist and import data into Operations Dashboard
  • Enforce timely attendance records from all teachers

Family & Community Relationship Management & Outreach

  • Promote and maintain a positive and effective school climate by ensuring that all interactions with staff, students, parents, and the public at large are prompt, efficient, helpful and friendly
  • Build strong working relationships with parents and families
  • Facilitate Parent/Community Involvement Activities
  • Manage logistics to set up family and community meetings/events
  • With direction of the Principal, manage parent communication system that will result in increased parent involvement and college readiness (e.g. text, email, phone communication systems; monthly parent newsletters, flyers, mailers, etc.) & train staff as necessary
  • Manage weekly/monthly bulletins to families
  • Manage all communication regarding school activities and events across the various school stakeholders
  • Oversee translation, distribution, and access of students and families to the student handbook
  • Responsible for sending “One Call” reminders to families

Student Recruitment and Admissions

  • Build relationships with the community and motivate families to join
  • Own the process of collecting enrollment documents from accepted students
  • Ensure enrollment data is and verified for accuracy
  • Manage and track communication with new families to ensure the school is fully enrolled
  • Work with Principal and Operations Team to execute plan for student recruitment
  • Oversee and support the process of collecting and documenting applications, and assist in the logistics and planning of annual Lottery

Health, Safety and Discipline

  • Maintain emergency medical and contact information for all students
  • Maintain complete and current immunization records for all
  • Administer basic first aid, distribute medication, maintain injury reports, and contact parents as necessary
  • Be knowledgeable of all content in school safety binder, including emergency procedures
  • Report all school incidents/vandalism to the Operations Team
  • Supervise students sent to the office for discipline and health reasons

Facilities & Operations

  • Oversee general campus operations by ensuring a safe and productive campus environment for all stakeholders
  • Manage all communication regarding school activities and events across the various school stakeholders
  • Act as the point person in hosting visitors for school tours
  • Oversee the tracking, organization, and availability of school assets including classroom, office supplies, textbooks and technology
  • With the assistance the Operations Team, ensure school-wide compliance with health and safety laws, city and state education mandates, and all federal and state workplace regulations
  • Execute responsibilities related to emergency situations as assigned by the Principal

Campus Safety

  • Manage and support campus supervision ensuring a safe and college prep campus environment
  • Monitor outside traffic as it relates to campus safety
  • Coordinate with Principal to set up Annual Drill Schedule and staff training
  • Complete drill reports and send to Operations Team
  • Update & distribute classroom safety information and post evacuation plans
  • Ensure safety/emergency equipment is replenished, placed & working on campus (first aid kits, earthquake buckets/kits, etc.)
  • Process & send all safety/injury incident reports to the Operations Team
  • Manage site-based emergency communication protocol and systems
  • Attend annual Health Clerk training & maintain current CPR certification

Apply to work at Alpha:

  1. Resume
  2. Cover Letter

Incomplete applications or those with errors will not be considered. As an equal opportunity employer, we hire without consideration to race, religion, creed, color, national origin, age, gender, sexual orientation, marital status, veteran status or disability. We are strongly committed to hiring a diverse and multicultural staff and encourage applications from traditionally under-represented backgrounds.

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Role

K12 School Operations

Experience Level

Mid Level

Alpha Public Schools

Alpha Public Schools is a network of public charter schools serving the students of East San Jose.

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