Under general direction, the Office Manager oversees the daily operations of Escuela Popular’s main office and administrative support functions. The Office Manager ensures efficient front office operations, exceptional customer service, accurate student records management, enrollment support, and effective administrative systems that support students, families, staff, and community members.
The Office Manager supervises front office personnel and serves as the primary coordinator for administrative operations, student registration support, records management, visitor services, communications, and office procedures. This position works closely with the Operations Director to ensure organizational effectiveness, customer service excellence, and operational efficiency.
Office Operations & Customer Service
- Oversees daily operations of the main office and reception area.
- Ensures a welcoming, professional, and customer-focused environment for students, families, staff, and visitors.
- Develops and maintains office procedures and operational systems.
- Coordinates front office coverage and staff schedules.
- Addresses and resolves customer service concerns and escalates issues when appropriate.
- Oversees incoming calls, visitors, mail distribution, and front office communications.
Administrative Leadership
- Supervises and evaluates assigned administrative staff.
- Provides training, coaching, and support to office personnel.
- Assigns and monitors workload to ensure timely completion of tasks.
- Develops systems to improve efficiency and service delivery.
- Ensures compliance with school policies, procedures, and confidentiality requirements.
Student Enrollment & Registration Support
- Oversees front-end enrollment and registration processes.
- Ensures enrollment documentation is complete and accurate.
- Supports student recruitment and enrollment efforts in collaboration with the Operations Director.
- Monitors enrollment inquiries and application processing timelines.
- Assists with student orientation and onboarding activities.
Records Management & Data Integrity
- Oversees maintenance of student cumulative records and administrative files.
- Ensures accurate recordkeeping and compliance with student records requirements.
- Monitors office systems for data accuracy and completeness.
- Supports audits, compliance reviews, and records requests.
Administrative Support Services
- Coordinates office calendars, meetings, and events.
- Oversees preparation of reports, correspondence, and administrative documents.
- Maintains office supply inventories and equipment needs.
- Coordinates facility use requests and administrative logistics.
- Supports school-wide events, meetings, and community activities.
Communication & Community Relations
- Serves as a primary contact for students, families, and community members.
- Assists with school communications, announcements, and outreach efforts.
- Maintains positive relationships with families and stakeholders.
- Supports efforts to promote school programs and services.
Other
- Supports school initiatives for a safe and healthy environment.
- Attends school events, community gatherings, and professional development sessions as approved by a supervisor.
- Participates in mandatory staff meetings.
- Checks and responds to work emails daily during work hours to stay informed of important updates and communications.
- May require travel or remote work with supervisor's approval.
- Performs other duties as assigned.
Requirements
REQUIRED EDUCATION, EXPERIENCE, AND TRAINING
Any combination of experience and training that would likely provide the required knowledge, skills, and abilities is qualifying.
- Bachelor of Arts Degree in Business Administration, Education or related field from an accredited institution.(Highly Preferred)
- Associate Degree or in progress in Business Administration, Office Management or related field from an accredited institution.(Required)
- CPR Certification. (Highly Preferred)
- Minimum of three (3) years in of increasingly responsible administrative office experience. (Required)
- Minimum of two (2) years in supervising administrative staff. (Highly Preferred)
- Bilingual in English and Spanish. (Highly Preferred)
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of:
- Applicable laws, rules, and regulations related to the position.
- School policies, procedures, and compliance standards.
- Time management with proven ability to meet deadlines.
- Problem-solving, critical thinking, and conflict resolution skills.
- Strong written and interpersonal communication skills, both written and oral, with excellent verbal and written communication skills.
- Data management, including Microsoft Office, Google Suite, and school databases.
- Management, organizational, and people leadership skills.
