Office Manager

Lucy School•Middletown, MD

1d•Onsite

About The Position

The Office Administrator at Lucy School plays a vital role in managing the daily operations of the school office. This position provides administrative support to the school community, including students, parents, and staff. The Office Administrator is responsible for maintaining student records, coordinating school communications, and ensuring an organized and efficient office environment.

Requirements

Proficiency in FACTS Student Information and Enrollment System.
Ability to manage and update school website content.
Experience in coordinating IT support and liaising with external providers.
Skills in substitute coordination and scheduling.
Experience with student attendance tracking and record management.
Knowledge of student health and safety compliance procedures.
Experience in before and aftercare program coordination.
Ability to manage administrative tasks, including mail, supplies, and facility coordination.
Experience in admissions support and tour preparation.
Skills in teacher and staff support, including onboarding and file management.
Experience with seasonal and yearly school responsibilities.
Strong communication and interpersonal skills to interact with students, parents, and staff.
Organizational skills to manage digital and physical files, calendars, and binders.
Ability to handle first aid and contact parents for sick students.
Experience coordinating with external departments like the Health Department.
Familiarity with billing and financial collaboration with the Business Manager.
Ability to coordinate catering for internal events.
Experience managing yearbook orders and distribution.
Knowledge of MSDE paperwork and health-related concerns.
Ability to coordinate grant documentation.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook).

Responsibilities

Front Office Management & Communication: Answer phone calls, respond to administrative emails, and check voice mails. Greet and assist parents, guests, visitors, and volunteers. Address late arrivals, early dismissals, and ensure parents sign required documentation. Maintain organization of the digital calendar. Collaborate with Communications Manager regarding any required documents, and events.
Student Attendance & Records Management: Input and track student tardies and absences using FACTS, ensuring accuracy in attendance codes. Notify teachers and contact parents regarding unexcused absences of three or more days per week. Create, manage, and update student files—both digital and physical—including medical records, permissions, and transcripts. Request and send student records for incoming and outgoing students. Maintain legal documentation, certifications, and archives.
Student Health & Safety Compliance: Assist sick students by providing necessary first aid and contacting parents when required. Collaborate with the Medical Technician regarding student medications and medical authorizations. Maintain and organize binders for emergency forms, health documentation, and safety protocols. Organize and conduct monthly safety drills, maintaining and updating fire drill logs. Coordinate vision and hearing screenings with the Frederick County Health Department. Ensure emergency contact information is correctly entered in FACTS and updated in student files.
Before and Aftercare Coordination: Manage enrollment, sign-in/out tracking, and communication with families. Collaborate with Business Manager for billing purposes. Coordinate after-school enrichment activities per season (fall, winter, spring). Maintain updated class schedules and before/aftercare rosters.
Administrative & Facility Coordination: Retrieve and organize mail three times per week (Mondays, Wednesdays, Fridays). Attend all Administrative and Safety Team meetings. Collaborate with the Business Manager regarding supply orders and invoices. Collaborate with the Facilities Manager to address reported issues. Maintain and replenish office and cleaning supplies as needed. Organize lost and found items. Coordinate catering for internal events.
Admissions & Tour Support: Prepare and maintain tour folders and admissions materials. Collaborate with Communications Manager in regard to families regarding transportation and shuttle service needs. Collaborate with Communications Manager for carpool and shuttle organization.
Teacher & Staff Support: Manage teacher onboarding paperwork. Maintain all digital files/excel sheets. Organize and update all necessary school binders at the beginning of each school year. Audit and distribute cleaning and office supplies monthly.
Seasonal & Yearly Responsibilities: Organize summer tasks, including updating student files and scanning/uploading documents into FACTS. Oversee the organization of afterschool enrichment activities for each season. Collect and manage yearbook orders and distribution. Organize MSDE paperwork regarding viral outbreaks or other health-related concerns. Coordinate grant documentation with the Head of School and Assistant Head of School.
Website Maintenance: Maintain and update the Lucy School website as directed by the Head of School. Post announcements, update program information, update calendar items, and make small content changes. Ensure website information remains current and accurate for families and prospective families. Coordinate with the Head of School regarding requested updates or improvements. Estimated time commitment: approximately 3 hours per month.
FACTS Student Information & Enrollment System Management: Serve as the primary internal support person for Lucy School’s FACTS Student Information and Enrollment System, assisting families and staff with enrollment and account management. Responsibilities include: Family Support, Enrollment Management, Student Records Management, System Administration.
IT Coordination & Support Liaison: Serve as the school’s internal point of contact for technology-related concerns, coordinating with external IT service providers.
Substitute Coordination and Scheduling