Position Summary
The Office Manager is responsible for overseeing the daily administrative and front-office operations of Our Kids Place. This position serves as a central point of communication for families, staff, school leadership, outside agencies and service providers while ensuring that student and staff records, enrollment, attendance, billing and general office procedures are maintained accurately and efficiently.
The Office Manager works closely with school administration to support the smooth day-to-day operation of the program and ensure administrative requirements, deadlines and procedures are consistently followed.
Key Responsibilities
Office & Administrative Operations
- Oversee daily front-office operations and maintain an organized and professional office environment.
- Manage incoming phone calls, voicemail, emails and general correspondence.
- Greet and assist parents, visitors, staff and service providers.
- Maintain school calendars, administrative schedules and important deadlines.
- Prepare letters, notices, forms, reports and other administrative documents.
- Maintain organized electronic and physical filing systems.
- Order and monitor office supplies and coordinate with vendors as needed.
- Assist school leadership with administrative projects and daily operational needs.
Student Records & Enrollment
- Maintain accurate and confidential student files.
- Process enrollment paperwork and ensure required documentation is complete.
- Maintain student medical records, emergency information and other required forms.
- Track missing or expired documentation and follow up with families.
- Maintain enrollment lists, classroom rosters and student information systems.
- Coordinate student onboarding and withdrawals.
- Conduct and schedule tours for prospective families.
- Respond to enrollment inquiries and provide families with program information.
Attendance & Daily Operations
- Maintain and monitor daily student attendance.
- Assist with arrival and dismissal procedures.
- Maintain accurate student headcounts and classroom information.
- Coordinate transportation and bussing information when applicable.
- Communicate schedule, attendance and transportation changes to appropriate staff.
- Help ensure established school procedures are consistently followed.
Billing & Payments
- Receive and process tuition and other school payments.
- Maintain accurate payment records within the school's management system.
- Assist families with basic billing and account questions.
- Communicate outstanding balances and payment information as directed by administration.
- Maintain appropriate documentation related to tuition and subsidy programs.
Staff Administration
- Maintain employee files and required personnel documentation.
- Monitor staff timecards and assist with attendance records.
- Track required trainings, certifications, medicals and other employment documentation.
- Assist with employee onboarding and collection of required paperwork.
- Support scheduling and administrative communication with staff.
- Follow up with employees regarding incomplete or outstanding documentation.
Compliance & Program Support
- Assist administration in maintaining documentation required by applicable regulatory agencies, school districts and program partners.
- Support preparation for inspections, audits and program reviews.
- Maintain confidentiality of student, family and employee information.
- Assist with maintaining compliance-related records and administrative checklists.
- Coordinate with outside agencies, transportation providers, therapists and other program partners as necessary.
Parent & Staff Communication
- Serve as a primary administrative contact for families.
- Communicate school reminders, policies, schedules and operational updates.
- Assist parents with questions and direct concerns to the appropriate administrator when necessary.
- Maintain professional communication between administration, teachers and families.
- Support use and maintenance of the school's parent communication and management platforms.
Qualifications
- Previous experience in office management, school administration, childcare administration or a related administrative position preferred.
- Strong organizational and time-management skills.
- Excellent written and verbal communication skills.
- Ability to manage multiple responsibilities and competing priorities.
- Strong attention to detail and accuracy in recordkeeping.
- Ability to handle confidential information professionally.
- Proficiency with Microsoft Office, Google Workspace and electronic recordkeeping or school management platforms.
- Ability to communicate effectively with families, staff, administrators and outside agencies.
- Experience in an early childhood education or school environment is preferred.
Pay: $60,000.00 - $85,000.00 per year
Work Location: In person
