Waldorf School of New Orleans is seeking a capable and personable Front Office Manager. The Front Office Manager is responsible for overall front office activities including management of the school's main reception area and school customer service, phone calls, mail, and office supplies. This position provides administrative assistance to school directors, faculty, and staff by managing school records, emergency contact lists, student health and allergy information, daily attendance, and the school directory. The Front Office Manager also coordinates teacher substitutes, welcomes school visitors, manages front office coverage, supports annual staff required trainings, and assists on projects necessary for the school.
KEY JOB RESPONSIBILITIES
Front Office & Administrative Support:
o Provides exceptional customer service in person and on the phone to families, staff, vendors and the community. Receives packages and communicates with vendors.
o Answers phones, listens to messages, and directs all calls to appropriate person. Records and delivers messages.
o Greets visitors, observing front door protocols and security procedures.
o Manages the parent/visitor/faculty/staff sign-in books.
o Prepares and coordinates school payment mailings and other mailings.
o Processes incoming and outgoing mail.
o Oversees the reception area to ensure effective telephone and mail communications both internally and externally to maintain high standards of school operations;
o Coordinates scheduling and supervision of front desk coverage.
o Maintains front office procedures, updating all forms, manuals and charts as necessary.
o Oversee school staff and faculty office supplies, organizing, maintaining and communicating needs and ordering supplies.
o Assists with new staff onboarding, helping to setup staff mailboxes, office supplies, phone orientation and security pin codes.
o Assists with administrative office upkeep including faculty break room.
o Supports administrative needs and setup for group meetings.
Teacher & Substitute Support:
o Serves as the point of contact for teacher absences and coordinates substitutes.
o Maintains substitute list and substitute binder.
o Creates and maintains student files and School Directory.
o Manages Class Lists.
o Create and maintain sign-up for Parent/Teacher Conferences.
o Provide administrative support for teachers.
Attendance & Parent/Student Support:
o Serves as the point of contact for parents during the school day and calls parents as needed for sick/injured/disciplined student.
o Manages daily student attendance and distributes tardy slips.
o Manages tardy spreadsheet.
o Sends parents reminders about attendance.
o Creates and maintains student files, school directory, attendance template,
o Conducts a Student Records Audit to ensure students have all documents on file.
o Manages Transportation Release forms, Health and Allergy forms, and Medications forms, Physical/Immunization forms.
o Create and maintain Student Reports.
o Create and maintain Field Trip Forms.
o Secure Bus Transportation for Field Trips.
o Coordinates state training for immunizations.
o Send transcripts for student records requests.
School Morning Support
o Turns on school lights.
o Unlocks playground doors, front hallway and auditorium doors.
o Places carpool cones outside and retrieves them.
o Maintains outside erase board.
o Walks late Early Childhood students to their classrooms.
Facilities Support:
o Coordinates the maintenance of office areas and equipment as well as layout, arrangement and housekeeping of office facilities in conjunction with the Facilities Manager.
o Conducts monthly fire drills and tornado drills.
o Test fire alarms.
o Coordinates annual staff trainings related to school licensing procedures.
o Maintain/monitors security cameras.
o Ensures compliance with safety guidelines.
o Coordinates CPR, suicide prevention, and medicine administration trainings
SKILLS & QUALIFICATIONS
o Excellent organizational skills
o Ability to problem solve in a calm manner
o Excellent customer service skills
o Ability to take direction and respect management
o Strong social awareness and relationship skills
o Proficient in the use of Microsoft Word, Excel, Email software,
MINIMUM REQUIREMENTS
High School graduate or equivalent required; college degree preferred. At least 2 years of experience managing an office; school office experience preferred. Two years supervisory experience required. Exemplary customer service skills, communication skills, and organizational skills required. Valid driver’s license, personal vehicle for on-the-job transportation.
Job Type: Full-time
Pay: $35,000.00 - $45,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Professional development assistance
- Vision insurance
Schedule:
Work setting:
Ability to Commute:
- New Orleans, LA 70119 (Required)
Ability to Relocate:
- New Orleans, LA 70119: Relocate before starting work (Required)
Work Location: In person