Office Manager in Boston, Massachusetts at Conservatory Lab Charter

Conservatory Lab Charter School empowers a diverse range of children as scholars, artists, and leaders through a unique and rigorous academic and music education. We enrich the larger community through performance, service, and collaboration. As a laboratory school, we develop and disseminate innovative educational approaches that will positively impact children in other schools and programs. The Office Manager will work directly with the administrative team of the Conservatory Lab Charter School and report to the Director of Operations.

Conservatory Lab Charter School seeks an individual who is passionate about supporting students to meet their full potential. We seek a motivated, insightful individual who is excited to collaborate with teachers and staff to advance the intellectual, social, emotional and physical development of students. The ideal candidate will help to support a unique school culture.

The primary responsibility of the Office Manager is to support the operational needs of the school. This role is an onsite position, the person will serve as the first point of contact for staff, students, and families. They must be comfortable answering the telephone, responding to emails and speaking in person. The ability to speak another language, especially Spanish and Haitian Creole is highly desirable.

The Office Manager duties shall include without limitation:

Front Desk

• Serve as the first point of contact for school community by answering the main school phone line, greeting all guests upon arrival

• Ensure all sign in/out logs (Staff and Visitor) are maintained

• Make building announcements throughout the day

• Support classroom / leadership communication throughout the day

• Ensure all staff copiers have paper and are running effectively.

• Ensure deliveries are to the appropriate location

  • Paper to the copy room

Attendance

• Complete student attendance daily

• Tracking student absences,

  • Making daily calls home to report absences

  • Supporting the sending of written letters as needed in support of the culture team

• Create and maintain the daily Dismissal log

  • Daily communication with staff on updates

  • Support early dismissal by coordinating parent pick up

  • Recording bus arrival and dismissal time

  • Support with BPS bus transportation issues

Food Services

• Lead the Income verification process for families

• Create and maintain meal counting binders

• Maintain daily meals tracking data

• Compiling data for meal reimbursements

• Order food for daily meal service of breakfast and lunch

• Lead food service audits

• Sending out weekly bill reminders to families,

• Support tracking payments for families

• Maintaining list of student status, making changes throughout the year (i.e. full pay to reduced, etc.)

• Assist in maintaining all appropriate food health permits

Student Records

• Managing Records Requests from schools and families

• Assisting in updating and maintaining student files

• Assist in maintaining updated parent info (i.e. numbers, address change, emergency contacts, etc.

• Support Report Card & Progress Report distribution

Admissions & Enrollment

• Support the Registrar with new families enrollment as needed

• Produce student records for transfer

• Support scheduling family meetings for administrators as needed

• Support the completion of administrative forms by teachers and staff

Operations/ Facilities

• Promptly report any facilities-related issues, maintenance needs, or safety concerns directly to the School Leadership Team to ensure timely resolution and operational efficiency.

• Maintain clear and professional communication with the School Leadership regarding the status and progress of reported facilities issues.

• Collaborate with the School Leadership Team to prioritize and address facilities concerns in a manner that supports business continuity and a safe work environment.

Miscellaneous

• Other duties assigned from time to time by the School Leadership Team.

Preferred Skills

• Experience working in an urban school

• Food Handlers certification

• Computer skills

• Bilingual Spanish / Haitian Creole

• Experience with Microsoft Office (especially Excel)able to multi

• Ability to effectively multi-task and deliver swift resolutions to issues while maintaining high-quality performance and not compromising other responsibilities.