Office Manager

Job description

Position Overview:

The OperationsManager is responsible for providing a superior level of customer service and maintaining accurate student data in the Operating system and in student files including enrollment and transfer information, medical compliance, STLS and Family Financial information, providing clerical support to the school's leadership team, serving as the school's office and communicating information regarding activities or in response to requests, and providing for timely and accurate distribution of information.

ChiTech Core Beliefs:

We believe in:

• Project-based learning to encourage a deeper, connected form of evidence-based education.
• An integrated college preparatory curriculum that fosters critical thinking and intellectual curiosity.
• Creating and sustaining a collaborative teaching and learning environment that explores and refines the ways students learn best.
• Helping students to become leaders and life-long learners, through partnerships with the Chicago tech community.
• Encouraging students to develop meaningful relationships with peers, faculty and the business community through networking and internship opportunities.
• Graduating entrepreneurial-minded, fearless, confident and connected learners who take responsibility for their lives and give back to the community.

Core Responsibilities:

Customer Service:

• Promote and maintain a positive and effective school climate by ensuring all interactions with staff, students, parents, and the public at large are prompt, efficient, helpful, and friendly.
• Establish and maintain a professional, cooperative working relationship with all stakeholders including but not limited to parents, students and staff, and guests.
• Provide basic first-aid to students and contact parents as needed.
• Ensure that visitors are greeted, served immediately and welcomed to ChiTech in a polite and professional manner.

School Registrar:

• Acts as the school's expert in CPS information systems and reporting.
• Maintain complete and accurate paper and electronic files for all students.
• Assist with the student enrollment process including, but not limited to the collection and entry of student data.
• Responsible for the student transfer process including but not limited to scheduling exit interviews, providing parents with all necessary transfer documents, sending students records to the receiving school and completing the process in the CPS Impact System.
• Responsible for the annual review of all student files.
• Ensure that student medical files are up to date by the required deadline set by CPS.
• Maintain up-to-date staff and student data files.
• Oversee beginning of year onboarding for all students.
• Oversee the collection of and entry of FIIF data and medical compliance data
• Responsible for entering, collecting and posting school fees.

Student Attendance:

• Maintain up-to-date and accurate student attendance data through the process of daily data analysis, data entry, and submission of un-submitted attendance and attendance updates for late arrivals, early dismissals and excused absences.
• Make daily calls to parents regarding student attendance.
• Update the school's internal attendance report for submission to the Principal.
• Send regular correspondence to parents related to attendance and schedule parent meetings as needed/requested.

Operational Responsibilities:

• Assist with the scheduling, planning, and successful execution of all school special events which include, but are not limited to open house, student orientations, parent orientations, and report card pick-ups.
• Ensure frequent and timely notification to parents of school events via phone, email, and notices home.
• Maintain an accurate inventory of student uniform rentals and ensure that all students that are out of uniform receive a rental item before the start of the school day.
• Secure reliable transportation for all school trips.
• Order food as requested for school events.
• Respond to and resolve all maintenance and service requests.
• Maintain an up-to-date school and compliance calendar.

Office Management:

• Work as a team member in the office and assist the operations of the school's main office.
• Work with team to ensure that the main office is neat, organized, and clean. Maintain complete sets of commonly used forms for staff and families.
• Ability to act as the main office's point of contact as needed to address questions and minimize interruptions of the school's leadership team.
• Answer phones, redirect inquiries, and relay messages to staff in a timely manner as needed.

Key Characteristics:

• Commitment to Equity: Passionate about ensuring that every child, regardless of background or circumstance, receives an excellent education
• Leadership: Coaches, mentors, and challenges others to excel despite obstacles and challenging situations. Builds positive relationships in and out of the organization. Demonstrates a passion for and commitment to the mission of Chicago Tech.
• Focus on Data-Driven Results: Makes informed decisions to improve organizational outcomes by utilizing a data-driven approach
• Innovative Problem-Solving: Approaches work with a sense of possibility and sees challenges as opportunities for creative problem solving; takes initiative to explore issues and find potential innovative solutions
• Teamwork: Increases the effectiveness of surrounding teams through collaboration, constant learning and supporting others; sensitive to diversity in all its forms; respects and is committed to learning from others. Able to take direction from multiple people.
• Dependability: Does whatever it takes to consistently deliver with high quality under tight deadlines. Ability to maintain confidentiality.
• Communication Skills: Communicates clearly and compellingly with diverse stakeholders in both oral and written forms; anticipates and responds to stakeholder needs in a high-quality and courteous manner
• Organizational Skills: Develops plans and executes, tenacious about meeting goals and deadlines; maintains quality records and data; is responsive to all stakeholders. Maintains records and prepares reports efficiently.
• Tech Aptitude:Identifies ways to integrate technology as a solution to barriers; curious to try new technologies and approaches

Qualifications:

Education and Training:

• Bachelor's degree preferred; High School Diploma required
• Familiarity with CPS information systems preferred
• Proficiency in Microsoft Office suite, Google applications, and basic office equipment
• Familiarity with Compliance Systems
• Training in/familiarity with the tech industry preferred

Work-Related Experience:

• 2-4 years of work experience in a similar role is preferred.

Knowledge, Skills, and Abilities:

• Ability to connect with potential students and families
• Experience managing a database or CRM system
• A track record of delivering success
• Outstanding written and verbal communication and diplomacy skills
• Analytical skills to forecast and identify trends and challenges
• A solutions-orientated and positive can-do attitude
• Ability to lift up to 50lbs.
• Spanish proficiency is strongly preferred
• Ability to work independently and meet deadlines
• Familiarity with Chicago Public Schools preferred

Chicago Tech Academy is committed to a policy of equal treatment for all individuals. Chicago Tech Academy does not discriminate on the basis of race, color, religion, gender, gender expression, disability, age, national origin, sexual orientation, marital status, or military status in any of its activities or operations.