Lower School Office Manager

Position: Lower School Office Manager (Hourly full time for 3⁄4 of the year, or year round depending on qualifications)

Program: Administration

Reports to: Campus Operations Director

FLSA Status: Non-Exempt

Date: July 2026

The Lower School Office Manager (Grades Pre K through
8) manages the front desk in the Lower School Office. This is a highly visible position, often being the first point of contact for the Shining Mountain Waldorf School Community. The Lower School Office Manager is friendly, organized, and professional in their phone, email and in-person communications. Master of working to multitask and manage multiple requests and responsibilities in a busy school office environment.

This position also manages ordering supplies for the classrooms, offices, and the school bookstore.

Lower School Office Manager (supervised by Campus Operations Director)

• Greet and welcome students, parents, faculty, staff, and visitors to the SMWS campus
• Ensure the safety and security of school at all times; complete background checks for campus visitors through Schoolpass system
• Log visitors/student teachers/substitutes/service personnel following current school policy
• Support the Campus Operations Director/Facilities Director with school safety policy and procedures; assist in execution of drills; maintain knowledge about all school emergency procedures
• Answer, screen, forward, take or send telephone/voicemail/email messages in a helpful and constructive manner
• Track student tardies and absences. Contact parents when necessary to follow up on absences, illness, or early dismissals. Inform teachers of Aftercare drop-ins, take messages to classrooms during the day, monitor student sign in/out
• Attend to students sent to the office for injuries by providing appropriate minor first aid

Operation of bookstore and point of sale system

• Assist with clerical tasks, student file maintenance, especially Back-to-School paperwork, and document creation when needed; throughout the year, maintain up to date forms in student files as well as class folders; maintain information and updates to bulletin boards school wide and then end of year student file rollover and archiving.

Classroom Supplies:

• Coordinating needs of all classroom supplies for the upcoming school year with each class teacher
• Work with designated major school material vendors to place orders
• Begin coordinating supply orders in April, ordering in May
• Assist with school supply orders throughout the school year
• Order readers based on needs of each classrooms
• Additional local shopping for incidental supplies
• Sort and distribute the bulk supply order by grades and students in August – prior to the start of school

Support Office Purchasing:

• Coordinate purchase of bookstore inventory
• Order office supplies, including cleaning supplies, first aid supplies, and copy paper
• Office machine maintenance and supplies

End of school year/Beginning of school year office tasks:

• Update mailroom mailboxes for current faculty and staff
• Organize and take stock of office supplies/first aid supplies, order where necessary
• Highlight or assist with beginning of school year back to school forms collection

Additional Responsibilities

• Ensure the reception area, bookstore, and entire LS office is orderly and professional with current school year information
• Distribute all incoming and outgoing mail; create and maintain mailroom organization.
• Receive, log and route deliveries
• Manage lost items throughout campus, encourage pick up by displaying lost & found items throughout the school year
• Perform other clerical duties such as filing, photocopying, faxing; maintain copier, schedule maintenance and repairs; monitor phone system, update scripted messages
• In accordance with the SMWS philosophy, the person filling this position may occasionally be required to carry out or assist with other tasks in accordance to the duties listed on this job description

• Experience in private school admissions, school office, or similar environment preferred
• Bachelor of Arts or Bachelor of Science degree preferred
• Experience working with electronic record management…