Office Manager

The Organization

Lighthouse Community Public Schools

At Lighthouse Community Public Schools we are engaged in an educational movement that goes beyond our classrooms working to disrupt inequities by providing our students and families exceptional educational opportunities every day. Grounded in our core values of community, integrity, agency, love, and social justice rooted in the Expeditionary Learning Education Model, LCPS is a leader in fostering innovative schools achieving exceptional student outcomes where each child is at the center of their own learning. Our mission is to prepare diverse students for college, a career of their choice, and to be lifelong changemakers. Founded in 2002, LCPS operates two high-achieving K-12 public charter schools--Lighthouse and Lodestar--serving nearly 1,400 students in East Oakland. Lighthouse is a beacon for public education and our graduates fulfill the promise of a better, brighter Oakland. 

Learn more at www.lighthousecharter.org.

The Opportunity

Lodestar K-5 Office Manager — Competencies and Qualifications

The Office Manager plays a vital role in the everyday life of a school including, relationship building, safety, and supporting the overall operation of the school. The individual who is successful in this role is an effective verbal and written communicator, and collaborates effectively with a range of other positions within the school and across the Family of Schools (LCPS’ school district), ranging from school-based leaders, leaders from Shared Services, and instructional staff. They are capable of handling multiple tasks and executing on each task in an effective manner.

If you are inspired by our mission and vision and want to be a changemaker in students’ lives here in Oakland, then please apply and join us!

Your responsibilities will include: 

Main Office Systems & Customer Services 

• Act as the first point of contact for visitors and families to the school

• Build strong relationships with staff, students, families, and guests

• Coordinate visitor welcome and sign-in procedures

• Managing, sorting, and in some cases, responding to mail

• Receive, screen, and route telephone calls; answer questions, or refer to the appropriate staff person.

• Prepare, edit, and send written materials/memos when necessary

• Keep staff lounges, mailrooms, and teacher offices organized and tidy 

• Tending to student needs (ex. Calling home for sticks students, ice, provide first aid, band aids, etc.)

Attendance

• Serve as a member of the school attendance team

• Manage and support daily attendance systems for the school

• Process late students and encourage them

• Send out weekly truancy letters and schedule truancy meetings

Admin Support 

• Support school administration with day to day tasks 

• Intake for students who need an admin check in 

• Support calendaring admin parent conferences

• Schedule appointments and school events as needed

• Support in the planning and execution of school events ( Family events, registration/enrollment, Field Work, et. al.) 

• Assist with submitting Expense Reports on behalf of the school administration

• Provide written translation and oral interpretation support in Spanish and English for staff and admin

Purchasing and Supply Maintenance 

• Execute the school purchasing process by establishing clear systems for staff to request items, placing orders with vendors, tracking delivery, and coding and submitting purchases orders, invoices, and reimbursement requests

• Purchasing Instructional Materials and Supplies

Time Reporting and Coverage 

• Sign-in and Sign-out of hourly workers and substitute teachers

• Coordinating sub coverage in partnership with the school administration

• Request and assist substitutes (classes, elective, COST and IEP meetings) in partnership with the school administration

Student Records Management

• Request cumulative files for new students from former schools and coordinating requests for student records

• Maintain student files and update on an ongoing basis

• Assist in the management of the enrollment/registration process, including recruitment

• Assist in the organization and distribution of progress reports and reports

Fieldwork

• Support and execute the back-end logistics related to student transportation as needed

• Supports with parent communication and permission slip maintenance and tracking as needed

MINIMUM QUALIFICATIONS:

We would love to hear from you if your toolbox includes the following:

• A.A. degree required, Bachelor’s Degree preferred

• Bilingual in Spanish, required

• 2+ years administrative work in either a school, non-profit, or youth empowerment in an urban community. Experience in a school setting is a plus.

SKILLS AND ATTRIBUTES:

• Detailed-oriented, strong follow-through skills;

• Ability to take initiative, prioritize tasks, and work independently;

• Excellent communication skills, both verbal and written;

• Oral interpretation and written translation skills in Spanish;

• Excellent computer skills, including Google Suite and Microsoft Office Suite 

• Displays maturity and ability to work independently;

• Demonstrated flexibility and ability to juggle competing priorities;

• Communicates well with others and demonstrates strong interpersonal skills with students, parents, colleagues and community members;

• Ability to maintain a calm, professional demeanor in the face of competing demands and external pressures;

• Prior experience working in schools and/or urban communities is preferred;

• Flexibility and a sense of humor; and

• Enjoys working with children of all ages.

SUPERVISION:

This position will report to the Director of Operations

TIME COMMITMENT:

This is a 12-month position. It includes approximately 5 weeks of holidays/vacation during the school year in accordance with the school calendar, and an additional 10 days allotted during the summer (days to be approved by the supervisor). This position is expected to maintain building hours of M - F from 8:00 - 5:00 p.m.

OUR COMPENSATION PACKAGE:

Commensurate with experience. We provide a competitive compensation and benefits package.

TO APPLY:

People of color and/or bilingual candidates are strongly encouraged to apply.  

Interested candidates should submit:

• Resume

• Cover letter describing your interest in this exciting position and why you are an optimal fit

• 3 references with Name, Email, Phone Number and Title/Nature of the working relationship.

Application submission screening and initial phone interviews will be completed on a rolling basis.   In-person interviews and performance tasks will take place on-site.   

Lighthouse Community Public School is an equal opportunity employer committed to diversity at all levels.