Middle School Office Manager

6th–8th Grade Office Manager

Reports to:

Chief Operations Officer

The 6th–8th Grade Office Manager is responsible for managing the daily administrative operations of the middle school office while providing exceptional customer service to students, families, staff, and visitors. This position maintains accurate student records, ensures compliance with attendance and confidentiality requirements, supports enrollment and withdrawal processes, manages student medications, and serves as a key liaison between the middle school administration, Data Manager, and families.

Employment Status

• Full-Time
• 12-Month Position

Essential Responsibilities

Student Records & Compliance

• Maintain accurate and organized cumulative files for all 6th–8th grade students.
• Ensure student records comply with state, federal, and school recordkeeping requirements.
• Process records requests and transfer records while maintaining strict confidentiality.
• Maintain confidentiality of all student information in accordance with FERPA and school policies.
• Coordinate with the Data Manager regarding student enrollments, withdrawals, and record transfers.

• Maintain daily student attendance records in Infinite Campus.
• Verify attendance accuracy and follow up on attendance discrepancies.
• Maintain accurate record of excused tardies and absences
• Maintain accurate student behavior documentation.
• Assist administrators with organizing and filing disciplinary records.
• Ensure behavior records remain confidential and are properly maintained.

Student Information Systems

• Update and maintain accurate student demographic, emergency contact, and enrollment information in Infinite Campus.
• Assist families and staff with student information updates and the parent portal.
• Ensure data accuracy through regular audits and verification.

Student Health, Customer Service & Office Operations

• Serve as the first point of contact for students, families, visitors, and community members.
• Answer and direct incoming phone calls in a professional and courteous manner.
• Greet visitors and assist with general office inquiries.
• Support middle school administrators with daily office operations.
• Assist with student check-in, check-out, early dismissals, and parent communication.
• Maintain a welcoming, organized, and professional front office environment.
• Maintain and securely store student medications in accordance with school policies and state guidelines.
• Administer medications when authorized and properly documented.
• Maintain accurate medication logs and health documentation.
• Communicate with families regarding medication needs and documentation requirements.

Collaboration

• Work closely with the Data Manager to ensure enrollment, withdrawal, and student information processes are completed accurately and efficiently.
• Communicate effectively with teachers, administrators, counselors, and support staff.
• Participate in training related to Infinite Campus, FERPA, attendance, and student records management.

Qualifications

• High school diploma required;
  Associate's or Bachelor's degree preferred.
• Previous experience in a school office or administrative setting is preferred.
• Experience with student information systems (Infinite Campus preferred).
• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Strong customer service and interpersonal skills.
• Proficiency in Google Workspace.
• Ability to prioritize multiple tasks in a fast-paced environment.

Knowledge, Skills, and Abilities

• Knowledge of school office procedures and student record management.
• Understanding of FERPA and student confidentiality requirements.
• Strong attention to detail and accuracy.
• Ability to work independently while collaborating effectively with a team.
• Ability to remain calm and professional while handling multiple priorities.
• Excellent problem-solving and organizational skills.
• Commitment to providing exceptional service to students, families, and staff.

Other duties as assigned.