Campus Office Manager

Distinctive Schools of IL•Chicago, IL

32d•Onsite

About The Position

The mission of Distinctive Schools, an educational practice leader committed to social justice and the elevation of access and achievement in historically marginalized communities, is to support each child in becoming an engaged and curious learner, a confident self-advocate, and a creative problem-solver by setting high expectations and nurturing a positive culture that honors diversity, collaboration, and optimism. Overview The Office Manager is responsible for administrative and operational tasks of the campus by assisting the School Principal, Campus Operations Manager and campus administrative team as needed. This includes handling administrative tasks and to help ensure the day-to-day operations of the campus runs smoothly and efficiently. An Office Manager will support the school mission and values as well as Distinctive Schools� mission and values to be the face and voice of the school with professionalism and organization as a top priority at all times. This position also provides front counter support including, but not limited to interacting with students, staff, families, guests and partners via telephone, email, and in-person.

Requirements

High School Diploma or equivalent
At least 2 years of school operations or business administration experience
Proficient with Google Suite (Google Docs, Google Sheets, and Google Slides)
Operate computer proficiently using advanced text processing, spreadsheet and database software to enter, manipulate, format, and retrieve information
Ability to learn digital tools and programs as needed for the position

Responsibilities

Prepare and organize materials to be sent home for students/families. Including proofreading, copying and distributing
Ensure that the lobby/reception area is welcoming to all stakeholders
Manage main office for Visitors, Students, Announcements
Communicate to the transportation coordinator regarding new bus sign-ups, daily updates, announcements, and scheduling
Communicate with staff for any ordering or supply needs for facilities
Request Records/File & Record/Copy Records as needed/Prepare all 8th Grade documents for graduation and high schools and handle all Withdrawals
Student attendance: Powerschool Updates Tracking (Daily Absentee Report, chronic absence calls)
Pupil Accounting Count Day Submissions (10-day worksheets)
Daily and Weekly Attendance Rates
Manage immunizations rosters and submissions: due Nov 1st and Feb 1st
Student Enrollment/registration: School Mint Applications, intent to Return Forms, Paperwork (parent ID, household survey, FERPA consent), class lists (2024-25SY)changes, additions)
Manage Report Cards- (final save, print, and distribute to teachers)
Maintain parent/teacher conference sign in sheets/Title I Compact/Documentation
Monitor daily food service (food counts/ordering/menus) � ensure accurate records are kept
Submit lunch applications and keep accurate records to assist operations manager on eligibility
Collect, track, and process household surveys
Manage expense reports and reimbursements
Enter invoices into bill.com, manage expense reports and reimbursements, school receipts and proper documentation for cash intake
Manage school receipts and proper documentation for cash intake
Complete supply POs (teacher supply orders, office supplies)
Partner with Engagement team to implement/manage campus recruitment activities
Assist staff with field trip planning - permission slips, transportation, payment, lunch order
Maintain/Monitor Office Supply Closet
Manage substitute placements for the campus, and ensure classroom coverage/absences
Manage with organizing schedules and payroll for subs and handle all phone calls/ hiring daily subs
Manage ADP and employee facing ADP functions: stipend process, tracking and submission, PTO approvals and management, substitute management, on-site campus onboarding support, CTC on site laptop distribution, editing time card punches and employee follow up
Partner with Campus Operations Manager and Talent Team on new hire paperwork process, ADP access, clocking in/out and training when needed
Manage all uniform requests and manage uniform vendor
Daily building needs/daily walk throughs
Communicate with regional facilities team for any repairs/issues with the building