School Office Manager

Position: Office Manager

Supervisor: Director of Operations

Direct Report(s):  Enrollment Outreach Coordinator, Assistant Office Manager, & Office Assistant

FLSA Status:  Salaried Exempt

About Great Hearts Academies 

Great Hearts Academies is the largest network of classical K-12 schools in the country with academies across Arizona, Louisiana, and Texas. With a mission to cultivate the minds and hearts of students through the pursuit of Truth, Goodness and Beauty, we believe the highest goal of education is to become good, intellectually, and morally.    

Additional information can be found at http://www.greatheartsamerica.org/.  

What does Great Hearts have to offer? 

We offer a range of distinctive benefits designed to support the well-being and growth of our faculty and staff: 

• Comprehensive Health Coverage: Exceptional medical, dental, and vision insurance with minimal employee contribution. 

• Retirement Planning: A competitive 401(k) with employer match. 

• Supportive & Mission-Driven Culture: Join a workplace centered around true collegiality, collaboration, and opportunities for personal and professional growth. 

Position Summary

• Office Culture

• Student Records

• School Financials

Duties & Responsibilities

Office Culture

• Manage the organization and services of the front office(s), ensuring a welcoming environment for all parents, students, and guests

• Lead the Office Assistant(s), Enrollment Outreach Coordinator, and Assistant Office Manager in the successful completion of their responsibilities 

• Approve Front Office PTO and timesheets

• Oversee parent volunteers service 

• Organize and distribute communications to the parent body via email, robotext, and social media, including the weekly community newsletter, academy mailings, and headmaster announcements 

• Keep website updated with all current and relevant information including ensuring uploads (PDFs, graphics) are ADA compliant. 

• Establish and communicate to all relevant parties an emergency contact and general oversight plan for the front office when not present at the school. 

Student Records

• Manage the collection of student entry documents, including emergency cards and handbook signature pages, etc.

• Maintains all student files, uploads, and records

• Manage the academy’s system and internal accountability for all enrollment/attendance reporting to the State

• Process records requests from families and schools and maintain student withdrawal files in a manner required by LDOE or EBR guidelines

• Ensures all student files are ready for annual LDOE or EBR audit

• Enter in and update mater class schedule into JCampus and enroll all students into their assigned schedule

• Maintain JCampus including creating course and updating schedule and student changes 

• Distribute class schedules to all students

• Coordinate communication of grades to the families

• Coordinate with the college counselor on any edits needed to student transcripts

• Truancy court

School Financials

• Conduct all accounts payable and receivable activities, including deposits, credit card coding, invoices etc.

• Manage system for acquisition of educational supplies and non-curricular classroom materials and coordinate curricular supplies needed with Assistant Head of School 

• Work with GH Business Manager, Accounts Payable Clerk to coordinate vendor billing/communication. 

• Manage the payment portal (Configio) for the academy, creating all products for student and family purchase

• Process refunds for families as needed, including for book deposits and Configio purchases

Qualifications, Competencies & Strengths 

• Bachelor’s Degree or 3 years of school office experience.

• Prior experience working in a front office.

• Budget management experience preferred.

• Ability to manage and organize confidential data efficiently.

• Ability to communicate effectively and professionally with students, parents, team members, and the public at large.

• Strong computer skills utilizing Word and Excel and the ability to learn new software and systems quickly.

• Be a self-starter with an ownership attitude and a strong sense of drive and urgency to meet established goals.

• Possess good supervisor and leadership skills with the ability to motivate and work with and through others to achieve desired results.

Additional Requirements 

Type of fingerprint clearance: Must be able to pass fingerprint background clearance. 

Physical functions: Requires but is not limited to standing, sitting, repetitious hand and body movements, bending, squatting, and reaching. May be required to move or position equipment up to 15 pounds approximately. 

Employment is contingent upon successful completion of a criminal history background check and fingerprint clearance in accordance with state requirements.

Travel required: May need to travel locally for training and professional development opportunities.

This description reflects management’s assignment of essential functions. It does not exclude or restrict the tasks that may be assigned. 

Great Hearts Academies is an Equal Opportunity Employer.