School Office Manager

Great Hearts Academies • Baton Rouge, LA

4d

About The Position

The Office Manager oversees the school’s front office culture, student records, and financial operations. The role manages front-office services and communications, supervises office staff, maintains student records and enrollment and attendance reporting, and handles accounts payable, receivable, purchasing, and the academy payment portal. The position reports to the Director of Operations and directly supervises the Enrollment Outreach Coordinator, Assistant Office Manager, and Office Assistant.

Requirements

• Bachelor’s degree or three years of school office experience.
• Prior experience working in a front office.
• Ability to manage and organize confidential data efficiently.
• Ability to communicate effectively and professionally with students, parents, team members, and the public.
• Strong computer skills, including Word and Excel, and ability to learn new software and systems quickly.
• Self-starter with an ownership attitude and a strong sense of drive and urgency to meet established goals.
• Good supervisory and leadership skills, including the ability to motivate and work with and through others.
• Must be able to pass fingerprint background clearance.
• Employment is contingent on successful completion of a criminal history background check and fingerprint clearance in accordance with state requirements.

Nice To Haves

• Budget management experience.
• May need to travel locally for training and professional development opportunities.

Responsibilities

• Manage the organization and services of the front office(s), maintaining a welcoming environment for parents, students, and guests.
• Lead the Office Assistant(s), Enrollment Outreach Coordinator, and Assistant Office Manager in completing their responsibilities.
• Approve front-office PTO and timesheets.
• Oversee parent volunteer service.
• Organize and distribute communications to parents by email, robotext, and social media, including the weekly community newsletter, academy mailings, and headmaster announcements.
• Keep the website current and ensure uploaded PDFs and graphics are ADA compliant.
• Establish and communicate an emergency contact and front-office oversight plan for times when the manager is not at school.
• Manage collection of student entry documents, including emergency cards and handbook signature pages.
• Maintain student files, uploads, and records.
• Manage the academy’s system and internal accountability for enrollment and attendance reporting to the state.
• Process records requests from families and schools and maintain student withdrawal files according to LDOE or EBR guidelines.
• Ensure student files are ready for annual LDOE or EBR audits.
• Enter and update the master class schedule in JCampus and enroll students in their assigned schedules.
• Maintain JCampus, including creating courses and updating schedules and student changes.
• Distribute class schedules to students.
• Coordinate communication of grades to families.
• Coordinate with the college counselor on edits needed to student transcripts.
• Handle truancy court matters.
• Conduct accounts payable and receivable activities, including deposits, credit card coding, and invoices.
• Manage acquisition of educational supplies and non-curricular classroom materials, and coordinate curricular supplies with the Assistant Head of School.
• Coordinate vendor billing and communication with the GH Business Manager and Accounts Payable Clerk.
• Manage the academy’s Configio payment portal and create products for student and family purchase.
• Process family refunds as needed, including book deposits and Configio purchases.

Benefits

• Medical, dental, and vision insurance with minimal employee contribution.
• 401(k) with employer match.
• Supportive, mission-driven culture with collegiality, collaboration, and opportunities for personal and professional growth.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager