Office Manager

Office Manager

Capital Preparatory Charter Schools is on a mission to recruit, develop, and retain outstanding educators. We seek passionate educators to join our community, and our Office Manager will play a vital role in supporting our staff and students. The Office Manager reports directly to the Director of Operations and will be based in Harlem, NY, with an immediate hire start date.

• Base pay range: $55,000.00/yr – $70,000.00/yr

• Job Title:
  
  Office Manager
• Location:
  
  Harlem, NY
• Start Date:
  
  Immediate Hire

• Main Office/Administrative
  • Direct inquiries in person or by phone and greet all guests.
  • Maintain and update staff mailbox, building and room signage, hallway passes, and emergency exit procedures.
  • Coordinate school‑wide events and calendar.
  • Maintain school waitlist.
  • Manage faxes and daily mail.
  • Organize and file correspondence.
  • Copy and distribute school‑wide correspondence.
• Student Records and Database
  • Support updating and maintaining school information in the school database and the DOE’s ATS system.
  • Ensure students’ academic records are filed and current.
  • Maintain student biographical, transportation, and meal codes in ATS and Capital Prep Harlem's database.
  • Assist with database projects as needed.
• Student Attendance
  • Maintain the Student Information System (student demographics, attendance, health records).
  • Record, track, and follow up on all student tardiness and absences.
  • Support the Director of Operations with updating and maintaining ATS and Power School.
• Student Meals
  • Support the meal application process and report percentages for funding streams.
  • Maintain student meal codes in ATS and Power School.
• Health Records Management
  • Ensure students’ health records are updated and filed in compliance with federal and state regulations.
  • Ensure student allergies and other pertinent information are properly disseminated.
  • Maintain a copy of all notes sent to parents in the students’ file.
• Office Management
  • Maintain and update staff mailbox, room signs, hallway passes, and emergency exit procedures.
• Event Management
  • Support the Director of Operations in executing school‑wide events, including transportation, information dissemination, traffic flow, venue logistics, and audiovisual needs.
• Family/Community Relationships
  • Assist the Director of Operations in identifying schools/organizations where communication with families has been challenging.
  • Coordinate and conduct open houses and student tours.
• Other
  • Assist with other operations projects as needed.
  • Ensure the safety of students under supervision.
  • Assist with non‑instructional supervision of students (e.g., hallway monitoring, lunch duty, extracurricular activities).
  • Assist in moving students to proper locations during fire drills, sports, or arts programs.
  • Promptly submit required paperwork.

• Bachelor’s degree.
• 2–3 years of experience in a customer service or admissions field.
• Fluency in Spanish required.
• Proficiency in Microsoft Word, Excel, and Google Suite.
• Excellent verbal and written communication skills.
• Ability to organize and prioritize work.
• Strong attention to detail.
• Experience with admissions software or database preferred.
• Experience with school information systems: ATS, Galaxy, Power School.

Full‑time

Entry level

Education