Office Manager Job Description

2022-2023

Job Description DC Bilingual Public Charter School is recruiting an Office Manager to oversee student enrollment and recruitment while leading central office administrative and reception operations. The staff member must maintain a strict level of confidentiality, poise, and professionalism in practice and decision-making to interact confidently with all school visitors, handle phone and written correspondence, and work as a leader on the Operations Team.

Purpose: The Office Manager is the individual who oversees the day-to-day operations of the Main Office and leads the entire student recruitment and registration process from start to finish, including tracking and enforcing student attendance and truancy policies, managing the school lottery, and taking the lead on the enrollment audit and all relevant communication with the Office of the State Superintendent of Education (OSSE). In addition, the Office Manager provides active administrative support as a member of the Operations Team to the Main Office when necessary, including, but not limited to, responding to incoming calls, providing families/visitors/staff with information, and receiving forms. DCB seeks motivated staff committed to the school’s mission and will bring professionalism, urgency, problem-solving skills, and dedication to the school environment. All staff must work collaboratively within our professional learning community (PLC).

Primary Responsibilities: The below statements are intended to describe the general nature and scope of work being performed in this position. It is not a complete listing of all responsibilities, duties, and/or skills required. Other duties may be assigned.

Office Management

• Set the tone for the school as a warm, welcoming, and safe environment for all students, families, and visitors, ensuring that everyone is greeted in a friendly, courteous manner, with a strong customer service orientation, and in accordance with health and safety policies
• Collaborate closely with the Operations Manager, Facilities, IT, & Events to maintain a highly organized, high-functioning front office work area that meets student, staff, and family needs
• Lead and execute effective and efficient front-office systems
• Manage and coach to enrollment and office team, including the Enrollment & Family Engagement Coordinator, Office Coordinator, Receptionists, and Intern/Volunteers if applicable
• Develop, implement and evaluate clear, efficient systems of operation, procedures, and policies for the office and enrollment division and team
• Collaborate with the Operations Manager, Facilities, IT, & Events, and Facilities Manager/Building Engineer to direct and streamline communication about facilities needs and emergencies

Enrollment & Family Engagement Functions

• Oversee the application and registration process for new and returning families
• Serve as the school’s MKV liaison, ensuring compliance with DC’s McKinney-Vento (MKV) Act by coordinating supports for students experiencing homelessness (uniforms, school supplies, transportation, etc.), maintaining accurate intake records, tracking utilization of dedicated funding, and participating in trainings
• Serve as point of contact for and ensure compliance with My School District of Columbia (MSDC), Public Charter School Board (PCSB), and the Office of the Superintendent for State Education (OSSE)
• Attendance & Truancy: Responsible for tracking accurate student attendance and truancy reporting.
• Oversee schoolwide recruitment systems and protocols to maintain and increase enrollment and enrollment initiatives and establish and maintain application process and waitlist system
• Student Records: Manages all (electronic and paper) student records, including but not limited to new or returning students, withdrawals, attendance, supporting families with document completion, and data entry into appropriate database
• Enrollment Audit: Point of contact for OSSE’s enrollment audit. Attends and participates in all relevant OSSE training, meetings, and events related to student enrollment and the enrollment audit.

Health & Safety

• Serve as a key member of the school’s emergency response team, supporting the execution of safety drills and providing guidance to staff and students as needed to ensure proper safety procedures are always followed
• Serve as the main point of contact for the school nurse (provided by an external agency), assisting with any questions, concerns, or issues that may arise related to student health needs
• Administer medications and provide first-aid to students when the school nurse is not available

Administrative Functions

• Manage public transit supports (e.g., Kids Ride Free program) to help students and families with transportation needs to get them to/from school
• Lead student arrival, including early drop off, or dismissal, including late-dismissal

Requirements

• Preferred bachelor’s degree from an accredited university or college in addition to a minimum of two years of work experience or equivalent combination of experience and education, ideally in education administration and/or project management.
• One or more years of management experience (preferably in an urban or culturally diverse setting)
• Bilingual in Spanish (written and verbal) required
• Experience with and knowledge of Microsoft Office Suite programs.
• Excellent interpersonal and communication skills
• Demonstrated ability to work with a diverse population and commitment to continuous quality improvement and customer service is required.
• Certification in medication administration, first aid, & CPR (if not certified, must be willing to complete training to receive certificate)
• Belief in DC Bilingual’s mission, values, and commitments to diversity, equity, and inclusion

In addition to the above requirements, staff members must meet the requirements of all hires at DC Bilingual including a criminal background check and a negative TB test.

Salary commensurate with experience. Benefits, including health care, retirement plan, short- and long-term disability and life insurance, are provided for full-time staff. All employees of the District of Columbia working in a school or child care center must be vaccinated against COVID-19 unless they have a religious or medical exemption.

DC Bilingual PCS is an equal opportunity employer.