Office Manager

About the role

To ensure the smooth and efficient operation of the Academy office as the central communications, operations, and enrollment hub for the school. The Office Manager supports students, families, staff, and administration while overseeing office operations, enrollment and admissions processes, customer service, records management, and site-level financial functions in support of the Academy’s educational mission and enrollment goals.

What you’ll do

Office Services & Operations

• Performs daily school office routines, including answering phones, greeting visitors, supporting students and families, and serving as the primary front-office contact during the school day.
• Provides administrative and secretarial support to the School Leader, including correspondence, scheduling, communication, and coordination of office functions.
• Manages office operations and coverage to ensure consistent support for students, families, staff, and visitors.
• Designs and implements office procedures and systems with approval from the School Leader.
• Ensures accurate and timely communication, including school-wide newsletters, email blasts, emergency notifications, board meeting notices, and website updates.
• Maintains office equipment and supply inventory to ensure daily operational readiness.
• Ensures school operations align with the Emergency Operations Plan.

Enrollment, Admissions & Customer Service

• Serves as the primary point of contact for enrollment, admissions, and application-related questions from families and staff.
• Oversees admissions, enrollment, and re-enrollment processes for all grade levels (K-12).
• Provides information, support, and guidance to families navigating application, lottery, enrollment, and re-enrollment processes.
• Conducts school tours and meets with prospective, new, and returning families.
• Coordinates enrollment goals and reporting with the School Leader and appropriate stakeholders.
• Tracks students from first inquiry through enrollment, acceptance, re-enrollment, or withdrawal.
• Completes enrollment processes, including creation and maintenance of electronic and hard-copy student records and accurate data entry into Power School.
• Prepares and distributes acceptance letters and enrollment-related communications.
• Requests, transfers, and maintains student records (CA-60s) and supporting documentation in compliance with legal requirements.
• Monitors daily student attendance, follows up on absences, and communicates with families and staff as needed.
• Conducts exit interviews and withdrawal documentation when students leave the Academy.
• Maintains accurate enrollment data, attendance records, and open-seat tracking by grade level.
• Provides exceptional customer service, addresses concerns or complaints, and ensures appropriate follow-up and resolution.

Marketing, Outreach & Retention Support

• Collaborates with marketing staff to support enrollment initiatives and promotional activities.
• Assists with planning and supporting enrollment events such as open houses, Kindergarten Round-Up, and community outreach activities.
• Tracks enrollment trends and supports retention efforts through data analysis and family communication.
• Assists with fundraising activities, school events, and community engagement efforts.

Records, Compliance & Reporting

• Maintains accurate student records and enrollment counts in compliance with state, federal, and local requirements.
• Prepares reports and documentation for audits, pupil accounting, and compliance reviews.
• Ensures proper transfer, retention, and disposal of records according to policy.
• Maintains substitute teacher records, staff attendance, and related documentation.

Financial & Business Operations

• Prepares accurate payroll documentation, including timesheets.
• Conducts daily bank deposits and maintains site-level financial records.
• Processes purchase orders, verifies invoices and packing slips, and maintains purchasing documentation.
• Assists with pupil accounting audits and financial reporting.
• Collects fines for lost or damaged textbooks, technology, and equipment.

Other Duties

• Performs other duties as assigned by the School Leader and Choice Schools Associates, L.L.C.

Qualifications

Minimum…