Office Manager

HOLLA School • Portland, OR

29d • Onsite

About The Position

HOLLA School is a public, tuition-free K-5 charter school sponsored by the Reynolds School District. Our foundational belief is ALL children are abundant, brilliant and creative. The HOLLA School mission is To change the academic narratives of Black, Brown and Indigenous youth by honoring lived experiences, catalyzing genius and centering joy.

The Office Manager will perform a variety of administrative and clerical tasks at HOLLA School. This role assists in creating systems and solving problems to facilitate HOLLA School running smoothly. This position must have/requires the ability to take initiative and see the big picture as well as to complete the practical steps needed each day to assist HOLLA School’s success. The Office Manager will be responsible for ensuring the staff can communicate and work efficiently including keeping the HOLLA School Main Calendar up to date.

This position is highly administrative in nature and involves answering phone calls, greeting visitors, distributing mail, preparing communications, and assisting with the day-to-day operations of the school by filing paperwork, accurate and confidential scholar file and data upkeep, tracking safety drill information, and preparing documents for meetings.

Attendance tracking and family communications regarding attendance is a key part of the Office Manager role. Following HOLLA School’s process of attendance communications (phone calls and letters), including communicating with the School Counselor and Administrator for follow ups, is a mandatory daily task.

The Office Manager supports the admission/enrollment process at HOLLA School by organizing scholar data, tracking waitlists, and communicating with families on behalf of HOLLA School throughout the admission/enrollment process. Additionally, the Office Manager will work on specific tasks as assigned by HOLLA School Administration. This role will have summer duties to complete end of school year tasks and prepare for the next school year.

The Office Manager is responsible for creating and maintaining Cumulative Files for all scholars, including completing internal audits to ensure all needed paperwork is up to date and complete. At times, this will include communicating with the Reynolds School District and other schools and districts and the Office Manager is expected to handle these communications and exchanges of information in accordance with FERPA and in a way that represents HOLLA School’s values.

This role requires a high level of discernment to filter through various communication channels, including in-person interaction, phone, and email with the lens of community care and FERPA compliance. The Office Manager is often the first point of contact for families and community members with HOLLA School. With that in mind, the Office Manager should embody HOLLA School's mission and values of identity, skill development, intellectualism, criticality, joy, and orientation in the world. The Office Manager is able to put people at ease on the phone or speaking 1:1 with other staff members, parents/guardians or HOLLA School partners. Morning greetings and afternoon goodbyes of HOLLA School scholars that reflect the school's mission and values are of utmost importance to foster hospitality, safety, and belonging.

Additional Regular Responsibilities:
Provide basic health support for scholars, including distributing medication, managing minor injuries, taking temperatures, and notifying families or staff as needed (following all confidentiality and safety guidelines).
Support end-of-day pick-up and morning drop-off communication to ensure smooth transitions and clear messaging for families.
Celebrate each scholar’s birthday appropriately by coordinating with staff or families, facilitating cupcake or treat orders, and maintaining records to ensure no birthday is missed.
Maintain and regularly update the HOLLA School Front Desk Handbook to provide clear guidance for support staff and coverage.
Maintain and manage the HOLLA School calendar, ensuring events, meetings, and key dates are accurately recorded and shared with staff.
Keep the front desk area clean and welcoming: wipe down surfaces daily, water plants, and maintain an organized space that reflects HOLLA School’s values of hospitality and care.
Manage volunteers including handling applications, fees, and background checks through ODE
Respond to record requests and request records in a timely manner
Additional duties will be assigned as needed. The Office Manager should approach the role with a positive, solution oriented lens, which includes identifying other tasks that may aid the Leadership Team or school.

Requirements

• High School Diploma, equivalent, or combined relevant experience
• Experience working with elementary aged youth
• Experience working with diverse people in diverse settings
• Experience working in busy front-office settings, particularly around youth and their families
• Proven Administrative Assistant, School Secretary, or Office Manager experience
• Creative
• Adaptable
• Ability to receive direction and feedback
• Comfortable providing redirection to scholars that center on their assets and inherent value
• Utilizing lived experience to inform approaches to the role and HOLLA School setting
• Commitment to handle confidential information with best practices to follow FERPA and HOLLA School policies
• Knowledge of office management systems and procedures
• Working knowledge of office equipment, such as printers, scanners and copy machines
• Proficiency in Google Suite, with particular adeptness using Google Sheets to create written collateral as assigned, including school and community communication, spreadsheets, etc
• Possess basic budgetary management skills to track and submit reimbursements, track and complete supply orders, and work with the HOLLA Operations Director on various school money management systems, human resources systems, and day to day operational needs of the school
• Excellent time, organization, multitasking and prioritization management skills
• Attention to detail and problem solving
• Excellent written and verbal communication
• Reflective, Inquiry, and Relationship-building skills
• Reading and math proficiency
• Thrive in a collaborative team environment
• Physical requirements of extended periods of standing and sitting, walking, lifting up to 50lbs
• Subject to a pre-employment background check

Nice To Haves

• Working knowledge of SYNERGY is a plus

Responsibilities

• Perform a variety of administrative and clerical tasks.
• Assist in creating systems and solving problems to facilitate smooth school operations.
• Ensure staff can communicate and work efficiently.
• Keep the HOLLA School Main Calendar up to date.
• Answer phone calls, greet visitors, and distribute mail.
• Prepare communications.
• Assist with day-to-day operations by filing paperwork.
• Maintain accurate and confidential scholar files and data.
• Track safety drill information.
• Prepare documents for meetings.
• Track attendance and communicate with families regarding attendance.
• Support the admission/enrollment process by organizing scholar data, tracking waitlists, and communicating with families.
• Complete summer duties to finalize end-of-year tasks and prepare for the next school year.
• Create and maintain Cumulative Files for all scholars.
• Complete internal audits to ensure paperwork is up to date and complete.
• Communicate with the Reynolds School District and other schools/districts in accordance with FERPA.
• Filter communication channels (in-person, phone, email) with a focus on community care and FERPA compliance.
• Embody HOLLA School's mission and values in interactions.
• Put people at ease during phone calls or one-on-one interactions.
• Provide morning greetings and afternoon goodbyes to scholars.
• Provide basic health support for scholars, including distributing medication, managing minor injuries, taking temperatures, and notifying families/staff.
• Support end-of-day pick-up and morning drop-off communication.
• Celebrate each scholar's birthday by coordinating with staff/families, facilitating orders, and maintaining records.
• Maintain and update the HOLLA School Front Desk Handbook.
• Manage the HOLLA School calendar.
• Keep the front desk area clean and welcoming.
• Manage volunteers, including applications, fees, and background checks.
• Respond to and request records in a timely manner.
• Identify other tasks that may aid the Leadership Team or school.

Benefits

• Full medical insurance
• Vision insurance
• Dental insurance
• PERS retirement benefit contributions (eligible immediately for current PERS participants, eligible 6 months after employment begins for new PERS participants)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED