Corporate Office Manager

The Corporate Office Manager is responsible for overseeing the daily operations of the Corporate Office while ensuring administrative excellence, organizational efficiency, and exceptional customer service throughout St. Mary's Montessori School.

This position serves as the primary administrative leader for the Corporate Office and coordinates support functions between Human Resources, Admissions, School Leadership, vendors, and executive leadership. The Corporate Office Manager ensures operational consistency, maintains corporate records, manages administrative staff, coordinates special projects and events, and develops systems that improve efficiency throughout the organization.

The Corporate Office Manager exercises sound judgment, maintains strict confidentiality, and represents the organization professionally when interacting with employees, families, vendors, licensing agencies, and members of the public.

The essential functions of this job and the tasks required to support them.

1.
Students & Parent Relations:

• Consistently strive to meet all responsibilities of customer service, guiding and nurturing the corporate office and school community.
• Demonstrate an understanding/knowledge of basic Montessori philosophy.
• Function as a reference person and exemplar for students, families and staff.
• Recognize and respect appropriate parent/ student/ staff confidentiality.
• Possess strong conflict resolution skills and the ability to handle difficult situations with professionalism and composure.
• Process student change of schedule and tuition on Pro Care.

2 Responsibilities and Duties

• Supervise Corporate Office administrative staff, receptionists, and clerical personnel.
• Delegate administrative responsibilities and monitor completion.
• Develop office procedures and standard operating guides.
• Cross-train staff to ensure continuity of operations.
• Evaluate administrative processes and recommend improvements.
• Proficiently use Microsoft Office Suites (Word, Excel, PowerPoint, Outlook) for various administrative tasks.
• Assist with clerical work, including filing confidential documents, photocopying, and data entry.
• Maintain and update school records and databases accurately.
• Maintain a tidy, clean and organized reception area/front entry.
• Schedule and coordinate appointments and meetings
• Monitor the front desk which includes, answering phone, scheduling appointments, typing minutes, organizing office files, taking messages, ensuring security measure are followed when guests and visitors come to the office.
• Maintain and update all student records in compliance with Community Care Licensing [CA Title 22]
• Provide the highest level of customer services to maintain strong relationships with our families and staff.
• Help manage all school vendors and assist in keeping their records up to date
• Serve as a liaison between parents, teachers, and administration, ensuring clear and effective communication.
• Enter received payments in Pro Care.
• Prepare and distribute school & corporate communications, such as newsletters, emails, and announcements.
• Uphold St. Mary’s policies and procedures, always maintaining a high level of confidentiality and professionalism.
• Audit files, paperwork, materials consistently through Microsoft Office Suites (Word, Excel, Planner) ensuring it is up to date
• Maintain sanitary standards for self and staff.
• Maintain accurate records of families, students and staff.
• Responsible for corresponding with outsourced teams to troubleshoot basic IT issues, which are often part of administrative roles (e.g., Pro Care systems, TNN, IDS, etc.)
• Ability to clarify the distinction between daily and occasional tasks to help prioritize duties and responsibilities.
• Run errands for corporate office or schools as needed. This includes shopping, pickups, and drop offs of various items at different locations stores.

4. Other Staff Duties.

• Support Corporate, Director of Education, Head of School and Assistant Director in preparation for meetings, workshops, staff and school events as directed.
• Consistently and regularly attend work as scheduled.
• Complete other duties as assigned by the Head of School /Assistant Director/…