| Office Manager Job Description Position Summary The Office Administrator at Lucy School plays a vital role in managing the daily operations of the school office. This position provides administrative support to the school community, including students, parents, and staff. The Office Administrator is responsible for maintaining student records, coordinating school communications, and ensuring an organized and efficient office environment. Key Responsibilities - Front Office Management & Communication
- Answer phone calls, respond to administrative emails, and check voice mails.
- Greet and assist parents, guests, visitors, and volunteers.
- Address late arrivals, early dismissals, and ensure parents sign required documentation.
- Maintain organization of the digital calendar.
- Collaborate with Communications Manager regarding any required documents, and events.
2. Student Attendance & Records Management - Input and track student tardies and absences using FACTS, ensuring accuracy in attendance codes.
- Notify teachers and contact parents regarding unexcused absences of three or more days per week.
- Create, manage, and update student files—both digital and physical—including medical records, permissions, and transcripts.
- Request and send student records for incoming and outgoing students.
- Maintain legal documentation, certifications, and archives.
3. Student Health & Safety Compliance - Assist sick students by providing necessary first aid and contacting parents when required.
- Collaborate with the Medical Technician regarding student medications and medical authorizations.
- Maintain and organize binders for emergency forms, health documentation, and safety protocols.
- Organize and conduct monthly safety drills, maintaining and updating fire drill logs.
- Coordinate vision and hearing screenings with the Frederick County Health Department.
- Ensure emergency contact information is correctly entered in FACTS and updated in student files.
4. Before and Aftercare Coordination - Manage enrollment, sign-in/out tracking, and communication with families.
- Collaborate with Business Manager for billing purposes.
- Coordinate after-school enrichment activities per season (fall, winter, spring).
- Maintain updated class schedules and before/aftercare rosters.
5. Administrative & Facility Coordination - Retrieve and organize mail three times per week (Mondays, Wednesdays, Fridays).
- Attend all Administrative and Safety Team meetings.
- Collaborate with the Business Manager regarding supply orders and invoices.
- Collaborate with the Facilities Manager to address reported issues.
- Maintain and replenish office and cleaning supplies as needed.
- Organize lost and found items.
- Coordinate catering for internal events.
6. Admissions & Tour Support - Prepare and maintain tour folders and admissions materials.
- Collaborate with Communications Manager in regard to families regarding transportation and shuttle service needs.
- Collaborate with Communications Manager for carpool and shuttle organization.
7. Teacher & Staff Support - Manage teacher onboarding paperwork
- Maintain all digital files/excel sheets.
- Organize and update all necessary school binders at the beginning of each school year.
- Audit and distribute cleaning and office supplies monthly.
8. Seasonal & Yearly Responsibilities - Organize summer tasks, including updating student files and scanning/uploading documents into FACTS.
- Oversee the organization of afterschool enrichment activities for each season.
- Collect and manage yearbook orders and distribution.
- Organize MSDE paperwork regarding viral outbreaks or other health-related concerns.
- Coordinate grant documentation with the Head of School and Assistant Head of School.
9. Website Maintenance - Maintain and update the Lucy School website as directed by the Head of School.
- Post announcements, update program information, update calendar items, and make small content changes.
- Ensure website information remains current and accurate for families and prospective families.
- Coordinate with the Head of School regarding requested updates or improvements.
- Estimated time commitment: approximately 3 hours per month
10. FACTS Student Information & Enrollment System Management
Serve as the primary internal support person for Lucy School’s FACTS Student Information and Enrollment System, assisting families and staff with enrollment and account management. Responsibilities include: Family Support - Provide assistance to families with FACTS enrollment and re-enrollment.
- Help families access and navigate their FACTS Family Portal accounts.
- Troubleshoot account access issues and login problems.
- Respond to parent questions regarding enrollment steps and required forms.
Enrollment Management - Assist with the enrollment process for new students and families.
- Set up applications and enrollment workflows in FACTS.
- Track enrollment completion and follow up with families regarding missing materials.
- Import enrollment data and mark payments when required.
- Coordinate enrollment of new students, transfers, and mid-year admissions.
Student Records Management - Upload and maintain required documents in the Family Portal.
- Update student profiles and demographic information as needed.
- Manage transcript records and student documentation within FACTS.
System Administration - Assist with class setup and student enrollment in classes.
- Maintain system organization and general platform maintenance.
- Support trimester system updates and configuration (e.g., Trimester 2 setup).
- Assist with preparation and setup of annual re-enrollment packets.
- Coordinate the re-enrollment process each year, including meetings, system setup, and follow-up.
11. IT Coordination & Support Liaison
Serve as the school’s internal point of contact for technology-related concerns, coordinating with external IT service providers. Responsibilities include: - Receive and track IT-related concerns from faculty and staff.
- Maintain a log of technology issues and service requests.
- Communicate with the school’s external IT support company to submit service requests.
- Follow up on outstanding issues to ensure resolution.
- Coordinate scheduling of IT service visits when necessary.
- Assist staff with basic troubleshooting and determining when external support is needed.
- Help ensure technology systems remain operational for classrooms and administration.
12. Substitute Coordination and Scheduling
- Coordinate daily substitute teacher coverage for faculty absences across all grade levels and programs.
- Maintain and manage the school’s substitute teacher roster, including availability, contact information, and placement preferences.
- Communicate with substitutes and faculty regarding coverage needs through phone calls, emails, and text messaging, including outside regular school hours when necessary to ensure classroom coverage for the following day.
- Arrange both planned and last-minute substitute assignments in a timely and professional manner.
- Serve as the primary point of contact for substitute-related scheduling questions and changes.
- Track substitute assignments, attendance, and scheduling records for payroll and administrative purposes.
- Collaborate with division heads and administrators to anticipate staffing needs and ensure continuity of instruction and student supervision.
|