Office Manager, Assistant to COO

St Benedict's Episcopal Day School•Smyrna, GA

1d•$33 - $35

About The Position

The Office Manager, Assistant to COO is a 12-month, non-exempt staff position responsible for keeping the school operating in an organized and professional manner for internal and external audiences. The Office Manager oversees the main campus front office and reception area, supporting safe and efficient day-to-day operations and front-office protocols. As Assistant to the COO, the employee also assists as needed with Human Resources, facilities, and IT.

Requirements

At least 3 years of prior experience as an Office Manager.
Strong organization, time-management, and attention-to-detail skills, with a commitment to excellence.
Strong administrative and relationship-management skills.
Ability to balance multiple priorities in a complex environment.
Strong written and verbal communication skills and an understanding of workplace, people, and business dynamics.
Strong customer-service skills and tactful approaches.
Strong proficiency in Office Suite programs and willingness to learn new systems and processes and solve problems.
Fluency in Outlook, Word, and Excel.
Discretion, trustworthiness, and ability to keep information confidential.

Nice To Haves

School experience is strongly preferred.
Familiarity with Adobe and Google programs.

Responsibilities

Manage the Main Campus Receptionist.
Manage the main campus front office, covering receptionist duties when needed; maintain office equipment; oversee purchasing and receiving, school-space usage, visitor processes, and student check-in and checkout; and help ensure safe, smooth operations.
Work with senior leadership on school functions, including planning and scheduling meetings, conferences, teleconferences, and travel; ensure school and relevant events are listed on the Shared Church and School Facility Calendar.
Ensure the conference room is properly booked, clean, and presentable for meetings.
Oversee and coordinate permit needs for signage on Atlanta Road.
Monitor and triage incoming communications and phone calls; maintain the main campus phone voicemail tree.
Research, organize, and disseminate school emergency-process instructions, working with the COO to develop processes for leadership review.
Partner with the controller on school procurement and maintaining supplies of everyday items.
Keep public spaces organized, including the front office, teacher workroom, and kitchen; assist with carpool as needed and oversee timely carpool closure.
Assist students and faculty/staff with RenWeb access.
Schedule meetings for the COO and ensure the calendar has no scheduling conflicts.
Respond to emails and phone calls on the COO’s behalf.
Handle and resolve urgent issues delegated by the COO.
Complete detailed, organized special projects as assigned.
Assist with tasks related to Human Resources, facilities, and technology.
Submit new-hire background checks and drug screenings and update employee background checks as required by the renewal cycle.
Set up online training for new hires and track completion of mandatory renewal training for all employees.
Assist with new-hire onboarding paperwork.
Maintain I-9 compliance, including up-to-date files and destruction according to the required timetable.
Monitor Zoom accounts and storage.
Update master employee lists, including the PA birthday list, for employee hires and exits.
Book and track professional development for faculty and staff, pending leadership approval.
Assist with employee recognition and track years of service.
Work with the Facility Manager and COO to maintain a list of furniture to be built and other facility projects, tracking updates and progress.
Fill in for the COO as needed by working with the Facility Manager on facility needs.
Manage walkie-talkie inventory and submit devices for repair as needed.
Submit Chromebook repairs to vendors’ warranty service.
Work with the COO to maintain IT inventory.