Position Overview
The Office Manager is a key member of Erie Preparatory Academy’s administrative team, responsible for ensuring that the school office operates efficiently, professionally, and in a manner consistent with the Academy’s Christian mission. This position serves as a primary point of contact for students, families, staff, visitors, and external partners while managing front-office procedures, student records, attendance, scheduling, communications, and administrative support for school leadership.
The ideal candidate is highly organized, dependable, detail-oriented, comfortable managing multiple priorities, and able to begin employment immediately. The position follows the school-year calendar and requires remote work during the summer months. Most Fridays are off, except when school operations, events, admissions, or leadership needs require coverage.
Primary ResponsibilitiesFront Office Management
- Manage the day-to-day operations of the main office and maintain a welcoming, orderly, professional, and Christ-centered environment.
- Serve as the first point of contact for students, families, staff, prospective families, visitors, vendors, and community partners.
- Answer and direct phone calls, emails, mail, deliveries, and general inquiries in a timely and professional manner.
- Maintain office supplies, forms, equipment, and shared administrative resources; place orders and coordinate routine service needs as appropriate.
- Develop and maintain efficient office systems, procedures, filing practices, and communication workflows.
- Support visitor check-in, student sign-in/sign-out procedures, and school safety protocols.
- Assist with coordination of school events, meetings, parent conferences, testing days, staff activities, and facility use.
Student Records and Attendance
- Maintain accurate and confidential student records in both digital and paper formats, including enrollment, emergency contacts, attendance, academic, health, and compliance-related documentation.
- Complete daily attendance functions, including receiving absence notifications, contacting families as needed, entering attendance data, and preparing attendance lists and reports.
- Support student enrollment, re-enrollment, withdrawals, transfers, records requests, and document collection.
- Assist families with routine forms, school procedures, calendar questions, and administrative requests.
- Ensure that records are organized, current, and handled in accordance with school policy and applicable confidentiality requirements.
- Support the preparation of required school, local, state, and internal reports by gathering, organizing, and verifying information.
Administrative and Executive Support
- Provide administrative support to the Executive Director and school leadership team, including calendar coordination, meeting scheduling, correspondence, document preparation, and follow-up tracking.
- Prepare meeting materials, agendas, sign-in sheets, handouts, basic reports, and other administrative documents.
- Maintain the school master calendar, including academic dates, meetings, events, testing, activities, facility reservations, and important deadlines.
- Draft routine correspondence, announcements, family communications, and internal notices.
- Coordinate logistics for meetings, including room setup, virtual meeting links, refreshments, materials, and attendance tracking.
- Help maintain organized digital and physical files for leadership, operations, enrollment, compliance, grants, and school programs.
- Handle routine administrative matters independently and elevate sensitive, urgent, or complex issues to the appropriate school leader.
Data and Operational Support
- Maintain accurate data entry for attendance, enrollment, discipline, and other school operations systems.
- Compile basic data and information for leadership reports, family communications, enrollment tracking, and school operations.
- Assist with simple spreadsheets, lists, reports, and dashboards as requested by the Executive Director or leadership team.
- Support standardized testing and assessment logistics, including scheduling, materials preparation, room assignments, family communication, and data organization.
- Assist with grant-related administrative tasks, including organizing supporting documents, maintaining records, and preparing basic tables or data summaries.
- Help improve office efficiency by identifying recurring administrative needs and recommending practical solutions.
Communication and School Culture
- Communicate with families, students, and staff with professionalism, discretion, warmth, and responsiveness.
- Support a positive school culture by modeling hospitality, service, patience, integrity, and respect in all interactions.
- Maintain confidentiality regarding student, family, personnel, financial, and school information.
- Model a growing Christian faith and Christ-like character in daily responsibilities and relationships.
- Support Erie Preparatory Academy’s Christian mission, statement of faith, values, and commitment to academic excellence.
Schedule and Work Expectations
- This position is expected to begin immediately.
- Regular work responsibilities are primarily in person during the academic year.
- The Office Manager must be available to work remotely during the summer, with responsibilities including enrollment support, family communication, records management, calendar planning, document preparation, and operational coordination.
- Most Fridays are off, subject to school events, admissions needs, summer operations, mandatory meetings, or other administrative requirements.
- Occasional evening or weekend availability may be needed for school events, parent meetings, orientation, graduation, or special programs.
Qualifications
- Bachelor’s degree preferred; an associate degree plus relevant office, school, or administrative experience may be considered.
- Demonstrated experience in office administration, school operations, customer service, executive support, or a similar role.
- Strong organizational, time-management, and multitasking skills.
- Excellent written, verbal, phone, and interpersonal communication skills.
- Proficiency with Microsoft Office and/or Google Workspace, including email, calendars, spreadsheets, word processing, and shared digital files.
- Ability to handle confidential information with sound judgment and discretion.
- Detail-oriented approach to records, scheduling, data entry, and documentation.
- Ability to work independently, prioritize competing needs, and follow through on assignments.
- Demonstrated Christian faith and willingness to support and uphold Erie Preparatory Academy’s statement of faith and Christian mission.
- Ability to begin employment immediately.
Preferred
- Experience working in a school, educational organization, nonprofit, church, or faith-based setting.
- Experience with student information systems, attendance software, enrollment platforms, or school records.
- Familiarity with basic reporting, spreadsheets, data tracking, or document-management systems.
- Experience supporting senior leadership, boards, parent communications, or school-wide events.
- Experience working remotely and managing administrative responsibilities independently during summer operations.
Work Authorization and Sponsorship
Erie Preparatory Academy welcomes applications from qualified international candidates. The school is authorized and willing to support employment eligibility under F-1 Optional Practical Training (OPT) or similar student work authorization programs. For long-term positions, employment visa sponsorship, including H-1B or other applicable categories, may be considered for highly qualified candidates based on federal eligibility and institutional need.
Pay: $35,000.00 per year
Work Location: In person
