Assistant Office Manager (0.71 FTE)

Framingham Public Schools•Framingham, MA

6d•Onsite

About The Position

The Assistant School Office Manager provides vital administrative support to ensure the smooth daily operation of the school's main office. This role is responsible for enhancing the educational experience for students and families by facilitating day-to-day office activities, managing student attendance records, and supporting essential school programs. The Assistant School Office Manager serves as a key point of contact for families, visitors, and staff, requiring strong organizational skills, helpful interpersonal communication, and the ability to maintain a welcoming and professional environment. This commitment aligns with Framingham Public Schools’ high expectations for achievement, equal access to quality instruction, academic proficiency for all students, and closing the achievement gap among subgroups within the schools.

Requirements

A bachelor’s Degree is preferred.
Strong oral and written communication skills; ability to present information clearly and respond effectively to inquiries from students, staff, parents, and community members.
Ability to read, analyze, and interpret professional documents, technical procedures, and governmental regulations.
Sound reasoning and problem-solving skills to evaluate information, define problems, collect data, and recommend appropriate administrative courses of action.
Capacity to use professional resources and ongoing learning to inform office practices and departmental decisions.
Ability to establish and maintain positive, effective working relationships with students, families, colleagues, and the community.
Strong organizational and time-management skills to work independently, prioritize tasks, and manage multiple projects simultaneously.
Commitment to performing all duties in compliance with district requirements, state and federal laws, and Framingham Public Schools policies.
Demonstrated cultural proficiency and competence in working with individuals and families from diverse backgrounds.
Ability to maintain strict confidentiality of sensitive information and student records.
Professionalism and composure in responding to unpredictable or challenging situations in a high-traffic office environment.
Proficiency in using technology and willingness to learn new tools; ability to operate a computer and utilize software, including Google Workspace for Education.
Willingness to plan, coordinate, and participate in departmental meetings and professional staff development.
Experience in managing administrative data and drafting clear, concise reports or correspondence.
Strong collaborative and leadership skills to support the efficient operation of departmental programming.
Ability to use data effectively to inform administrative decisions and improve office efficiency.
Knowledge of office procedures, relevant education laws, and district policies.
Proficiency in integrating office technology to enhance administrative workflow and communication.
A proactive, reflective, and solution-focused approach to supporting the success of the Department.
Demonstrated reliability and the ability to maintain regular, punctual attendance to ensure the consistent operation of the Department and programs.

Responsibilities

Serve as the primary point of contact across all communication channels, managing inquiries and messages to ensure prompt, professional responses.
Handle calls, emails, messages, and daily requests efficiently, maintaining professionalism at all times.
Attend meetings as required by the Principal and record detailed notes for accurate documentation.
Prepare and distribute meeting agendas, minutes, and supporting materials, including conducting research as necessary.
Provide administrative support to the Principal by maintaining an organized schedule to optimize time and coordinate appointments.
Secure meeting locations and obtain necessary building permits for school events.
Coordinate the logistical setup for events, including the arrangement of tables, specialized equipment, and space configurations.
Maintain family communication, including website, newsletters and school calendar.
Support the Human Resources Office by facilitating background check processes for volunteers, vendors, and contractors, including the direct verification of applicant identities and documentation.
Greet and assist families and visitors, utilizing an electronic badge system to manage building check-in and check-out procedures.
Sort and distribute inter-district and US mail while managing the distribution of handouts and fliers as requested.
Act as a liaison for transportation and residency updates, ensuring accurate and timely information exchange within the student information system.
Collect and process all absent messages from voicemail, e-mail, and written notices.
Log daily absences, tardiness, and dismissals with specific reasons in the student information system.
Reconcile student attendance records regularly to ensure data integrity.
Oversee the new student registration process and prepare necessary documentation for student transitions between schools.
Generate and run reports as needed or requested by the building principal or vice principal.
Assist with daily student dismissal procedures and collect daily student lunch counts.
Schedule team meetings and assist students with general inquiries to support the guidance department.
Other reasonable duties as assigned by the Principal.