Office Manager

Job Title: Office Manager

Organization and Program Description:

Sunny Hollow Montessori is an established, AMI-accredited school in St. Paul, Minnesota. The school serves Toddler through Junior High students.

Job Purpose: The Office Manager serves as the first point of administrative contact for families and staff. Responsibilities include scheduling, filing, and producing documents. The Office Manager also fulfills the work of the school’s registrar, managing all student files and paperwork.

Reports to: Operations Director

Hours: 9:00am - 5:30pm, Monday through Friday

Contract Length: 12 months

Major Duties and Responsibilities (including, but not limited to):

Point of Contact for Families

• Receive and distribute or respond to all incoming phone calls and messages
• Manage the office@sunnyhollow.org emails
• Greet visitors to the school, as well as late arrivals and families arriving during Extended Day departure
• Work with the Administrative Team to prepare and distribute school mailings including re-enrollment, admissions, financial aid, letters and other mailings
• Maintain student/family directory
• Maintain the online school calendars
• Process medication authorization forms, dispense medications and provide first aid/care to sick or injured children

Point of Contact for Staff

• Support in classrooms, provide after care support, and help with transition times such as drop off and breaks
• A primary responder to classroom staff for administrative back-up
• Contact families in the event of unwell children
• Respond to miscellaneous inquiries about administrative procedures
• Keep staff and community apprised of changes to calendar
• Prepare meeting minutes for All Staff meetings
• Carry out the DHS (Department of Human Services) and school's health-related policies and procedures, including creating, maintaining and distributing the allergy and health conditions list, maintaining medications and related documentation, organizing the vision and hearing testing with Public School Nurse, immunization reporting, etc.

Manage Student Paperwork

• Maintain accurate records in Student Information System and apply correct record retention as necessary for current, former, and prospective students and ensure confidentiality
• Maintain central long-term file storage area so files are cataloged and accessible
• Record incident and injury reports for DHS
• Collect and organize demographic information, including race and ethnicity data required to be collected. Report to the Head of School and Development Director annually and as information changes.
• Respond to student records requests

Attendance

• Collect and ensure accurate daily attendance records
• Have wide understanding of student absences and return dates
• Ensure all communications regarding changes to children's schedules or attendance in school day, extended day, or extra-curricular activities are delivered to all those who need the information in a timely way and record is kept as appropriate

Support Operations Director

• Manage inventory of non-classroom supplies (track, order, receive and arrange) including office supplies, paper products and janitorial supplies and assist in ordering process as needed
• Maintain complete paper and electronic files of all materials distributed and correspondence to parents or other constituents from the school administration
• Maintain accurate enrollment information for extended day. Notify staff as needed regarding changes in enrollment.
• Situate office and front desk to be well-organized administratively yet welcoming to children and families
• Keep forms and paperwork for parents and staff stocked and ready
• Collect payments from the payment box, record in the payment receipt journal, and ensure payment and documentation reaches appropriate staff in the business office and Development.
• Provide Extended Day program support until 5:30 each day
• Process mail and checks
• Provide support to ensure compliance with independent school requirements and DHS Rule 3.
• Collaborate and contribute to Social Media scheduling and posts

Required Education and Experience:

Education

• High school diploma or trade school

Experience

• Experience in an administrative position or school setting
• Basic knowledge and understanding of DHS Rule 3 policies, procedures and rules.

Licensure/Certifications:

• All required annual training per DHS and/or OSHA

Preferred

• Notary Public
• Medication Administration

Qualification and Competencies:

• Ability to read, write and use basic arithmetic and grammar
• Oral communication abilities
• Financial management skills, including demonstrated ability to manage budget and efficiently deliver administrative goods and services
• Use of technology and software
• Analytical, organizational, and general management skills
• Interpersonal skills
• Ability to build understanding among diverse constituencies with differing priorities
• Practiced in emergency response

The ideal candidate:

• has experience working with children.
• is able to lift up to 40 pounds.
• passes a background clearance.
• has a passion to understand and implement a high-fidelity Montessori program.
• values honest and compassionate communication with colleagues.
• is professional and seeks opportunities to grow as a person and an educator.
• first generation in one’s family to attend college or graduate school.
• individuals who have overcome substantial educational or economic obstacles.
• we'd be thrilled if you also speak another language!
• is action-oriented and highly adaptable.
• is able to identify the benefits of humor.

Preferred

• 1-3 years experience working in a Montessori classroom

Sunny Hollow Montessori provides equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and or expression, genetic information, marital status, veteran status, or any other characteristic protected by federal, state or local law.

Applications will be reviewed and interviews conducted on a rolling basis until a candidate is hired.