Campus Office Manager

Job Title:

Office Manager

Location:

North Side, Chicago

Reports To:

Principal

Salary:
Starting at $50K based on experience and other credentials

Employee Type:
Regular Full Time

Start Date:

August 2026

The mission of Distinctive Schools, an educational practice leader committed to social justice and the elevation of access and achievement in historically marginalized communities, is to support each child in becoming an engaged and curious learner, a confident self-advocate, and a creative problem-solver by setting high expectations and nurturing a positive culture that honors diversity, collaboration, and optimism.

Overview

The Office Manager is responsible for administrative and operational tasks of the campus by assisting the School Principal, Campus Operations Manager and campus administrative team as needed. This includes handling administrative tasks and to help ensure the day-to-day operations of the campus runs smoothly and efficiently.

An Office Manager will support the school mission and values as well as Distinctive Schools mission and values to be the face and voice of the school with professionalism and organization as a top priority at all times. This position also provides front counter support including, but not limited to interacting with students, staff, families, guests and partners via telephone, email, and in-person.

Responsibilities

Customer Service and Communications

* Prepare and organize materials to be sent home for students/families. Including proofreading, copying and distributing

* Ensure that the lobby/reception area is welcoming to all stakeholders

* Manage main office for Visitors, Students, Announcements

* Communicate to the transportation coordinator regarding new bus sign-ups, daily updates, announcements, and scheduling

* Communicate with staff for any ordering or supply needs for facilities

Data Entry Management

* Records Management

* Request Records/File & Record/Copy Records as needed/Prepare all 8th Grade documents for graduation and high schools and handle all Withdrawals

* Student attendance:
Powerschool Updates Tracking (Daily Absentee Report, chronic absence calls) Pupil Accounting Count Day Submissions (10-day worksheets) Daily and Weekly Attendance Rates

* Manage immunizations rosters and submissions: due Nov 1st and Feb 1st

* Student Enrollment/registration:
School Mint Applications, intent to Return Forms, Paperwork (parent , household survey, FERPA consent), class lists (2024-25SY) changes, additions)

* Manage Report Cards- (final save, print, and distribute to teachers)

* Maintain parent/teacher conference sign in sheets/Title I Compact/Documentation

* Food Service:

* Monitor daily food service (food counts/ordering/menus) ensure accurate records are kept

* Submit lunch applications and keep accurate records to assist operations manager on eligibility

* Collect, track, and process household surveys

* Money Management

* Manage expense reports and reimbursements

* Enter invoices into , manage expense reports and reimbursements, school receipts and proper documentation for cash intake

* Manage school receipts and proper documentation for cash intake

* Complete supply POs (teacher supply orders, office supplies)

Operational Support

* Partner with Engagement team to implement/manage campus recruitment activities

* Assist staff with field trip planning - permission slips, transportation, payment, lunch order

* Maintain/Monitor Office Supply Closet

* Manage substitute placements for the campus, and ensure classroom coverage/absences

* Manage with organizing schedules and payroll for subs and handle all phone calls/ hiring daily subs

* Manage ADP and employee facing ADP functions: stipend process, tracking and submission, PTO approvals and management, substitute management, on-site campus onboarding support, CTC on site laptop distribution, editing time card punches and employee follow up

* Partner with Campus Operations Manager and Talent Team on new hire paperwork process, ADP access, clocking in/out and training when needed

* Manage all uniform requests and manage uniform vendor

Monitoring/Safety

* Daily building needs/daily walk throughs

* Communicate with regional facilities team for any repairs/issues with the building

Requirements (minimum)

Education

High School Diploma or equivalent

Qualifications

At least 2 years of school operations or business administration experience

Technology demands:

* Proficient with Google Suite (Google Docs, Google Sheets, and Google Slides)

* Operate computer proficiently using advanced text processing, spreadsheet and database software to enter, manipulate, format, and retrieve information

* Ability to learn digital tools and programs as needed for the position

Physical demands

Work is typically performed in an office setting with occasional extended periods of time at

computer terminals. Occasional visits to off-site or campus locations is required. Generally, the

job requires 60% sitting, 20% walking, and 20% standing

Benefits

* 25+ Paid holidays & 15 days PTO annually

* 12 weeks family…