Reports To: Director of Operations
Employment Status: Full-Time
FLSA Status: To Be Determined
Position Summary
The Manager of School Operations & Family Services serves as the welcoming heart of El Rio Community School and is often the first impression families, students, staff, Board members, volunteers, and visitors have of the school. This position creates a joyful, professional, and service-centered environment where every individual feels seen, valued, respected, and supported.
Working in close partnership with the Director of Operations, this role provides operational leadership for the front office, attendance systems, purchasing, nutrition support, campus access, Board governance support, and selected compliance functions, including serving as the school's McKinney-Vento Liaison. The Manager anticipates needs, strengthens systems, and helps ensure the school operates efficiently while reflecting El Rio's mission and values.
The Opportunity
At El Rio, every interaction matters. We believe outstanding customer service is an essential part of educating children. This position is ideal for someone who enjoys serving others, thrives in a fast-paced environment, builds positive relationships, and takes pride in creating systems that help students, families, and staff succeed.
Essential Functions – Family Services & Front Office Leadership
- Welcome every student, family, visitor, volunteer, and staff member with warmth, professionalism, and genuine care.
- Create an experience where every individual leaves feeling welcomed, respected, informed, and connected to the El Rio community.
- Maintain a clean, organized, and inviting reception area and front counter throughout the day.
- Answer phones, emails, and walk-in inquiries promptly and professionally.
- Support enrollment, registration, and family inquiries.
Essential Functions - Supporting School Operations
- Prepare bills, reimbursements, and deposits for approval and submission to Back Office Provider
- Maintain petty cash
- Maintain files of all El Rio inventory
- Distribute paychecks
- Track and maintain all maintenance and service agreements
- Coordinate Lottery Applications, lottery and enrollment process including maintaining application and enrollment database, tracking enrollment openings in all grades, maintain wait-list, and respond to enrollment inquiries
- Serve as school registrar and process, maintain and update data for new, returning and withdrawing students
- Complete records requests for transferring students
- Serve as Custodian of Records for Cumulative Files: Will create and maintain cumulative file for every student
- Maintain daily attendance and complete regular attendance reports
- Track faculty attendance and sub coverage
- Assist with student safety, conflict resolution, and discipline issues as needed
- Maintain emergency preparedness plan and SERT roles
- Create and distribute required notification of students’ health conditions (medical conditions, allergies etc.) throughout the year
- Complete ongoing reporting and updating of student, parent, teacher and school data in Federal, State, District and School systems within allotted timelines
- Provide technological support during internal benchmark assessments (Easy CBM) and mandated state testing (CAASPP)
- Manage the front desk of the main office, greet community members, disseminate information, answer questions, problem solve, relay messages, answer phone and door buzzer, assist with tardy slips
- Provide first aid
- Maintain and update all calendars, schedules, and flyers
- Collect date stamp, and distribute mail
- Assist with preparation and organization of school events
- Collect repair requests and schedules repairs and maintenance
- Support Co-Directors in administrative needs
Essential Functions – Campus Safety & Visitor Management
- Serve as the primary point of entry for visitors.
- Ask every visitor the purpose of their visit before granting campus access.
- Verify authorization, maintain visitor logs, and follow all visitor management procedures.
- Report safety concerns promptly.
- Essential Functions – Attendance & Operations
- Maintain accurate daily attendance records and reports.
- Communicate with families regarding attendance as appropriate.
- Support purchasing, inventory, vendor communication, and operational systems.
- Track employee sign-in records.
- Support daily kitchen and meal service operations and planning.
Essential Functions – Board Governance Support (Monthly)
- Develop and monitor Board meeting preparation timelines.
- Prompt the Executive Director and Compliance Coordinator regarding agenda and packet deadlines.
- Ensure Board packets are finalized at least four (4) business days before each meeting.
- Print, assemble, mail, and distribute Board materials.
- Post agendas and approved minutes in accordance with Brown Act requirements.
- Send calendar invitations for Board meetings, committee meetings, leadership meetings, and Board-related school events.
Essential Functions – McKinney-Vento Liaison (As Needed)
- Identify potentially eligible students and families.
- Ensure immediate enrollment without barriers.
- Inform families of their educational rights and available services.
- Coordinate services with district personnel and community agencies.
- Maintain documentation and compliance with McKinney-Vento requirements.
- These responsibilities occur as eligible students are identified and are not daily responsibilities.
Professional Competencies
- Customer Service Excellence
- Relationship Builder
- Systems Thinker
- Initiative and Follow-Through
- Organizational Excellence
- Sound Judgment and Confidentiality
Minimum Qualifications
- High school diploma or equivalent required.
- Additional coursework at the community college or university level preferred.
- One (1) to three (3) years of office administration, customer service, or school office experience.
- Bilingual in English and Spanish (preferred)
- Demonstrated proficiency with Microsoft Word, Microsoft Excel, Google Workspace (Docs, Sheets, Drive, Gmail, Calendar), and the ability to learn additional software platforms.
- Strong organizational, communication, and customer service skills.
- Ability to maintain confidentiality and manage multiple priorities.
Preferred Qualifications
- Experience working in a school setting.
- Knowledge of attendance systems and purchasing
- Experience with student information systems.
Measures of Success
- Creates a welcoming experience for every student, family, visitor, and staff member.
- Maintains accurate operational records and consistently meets deadlines.
- Board materials are prepared and distributed on time.
- Maintains a professional, organized, and efficient front office.
- Strengthens operational systems through initiative and continuous improvement.
- Serves as a trusted partner to the Director of Operations.
- Attendance tracking remains in compliance with state and federal regulations
Physical Requirements
Ability to sit, stand, walk, lift up to 25 pounds, operate office equipment, and perform the physical demands of a busy school office.
Disclaimer
This job description is intended to describe the general nature and level of work performed by the employee. It is not an exhaustive list of responsibilities. Duties may be modified or assigned as organizational needs evolve, including other duties as assigned.
Pay: $55,000.00 - $65,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
