This position provides a broad range of information services in support of the overall functioning of the school. Assume responsibility for answering of telephones and greeting and assisting people who call or come into the office, manage the front office, provide secretarial services to anyone who needs secretarial support.
Office Manager: • Manages the day to-day operations of the school including, but not limited to, the financial, technical, clerical and front office support services • Manages the front office and all services ensuring that school operational and administrative functions are organized efficiently to meet the needs of the school, staff, students and families • Deals with a range of telephone and drop in queries from parents, professionals, etc • Perform general tasks such as delivering mail to staff mailboxes, answering phones and checking students into and out of school. • Greet incoming students each morning. Escort children (younger than First Grade) to their classrooms as necessary • Assure that parents and the public are warmly greeted and assisted when they have requests of the school – including potential new parents coming for admission tours • Sign-in visitors to the school and sign out students leaving for appointments. Monitor people coming and going – especially young children. • Immediately update emergency forms as parents provide changes of information. (Change information in database as well as on original paper copies. Distribute photocopies of updated information to: classroom, PE Department, Upper and Lower Horizon Centers.) • Keep track of changes in student pick-up instructions, giving copies to teachers and Horizon Center • Maintain up to date attendance records for all staff and faculty • Sign-in students who are late, issue tardy slips. Provide attendance reports as necessary • Maintain the bulletin board outside the front office • Keep file of master forms and maintain an adequate supply on hand • Coordinate and supervise school photo days • Liaison with hot lunch program • Reconcile the monthly credit card and bank statement • Develops systems within the school to limit principal/administrator time spent on management/operational work. Is key in assisting the principal/administrator focus on instructional, rather than managerial/operational, tasks.
Registrar Responsibilities: • Keep student files up to date, including student evaluations, immunization and medical records, standardized testing scores and any reports from evaluators outside Marin Horizon School • Process new student records, including requesting transcripts and records from other schools, setting up cumulative folder, and entering student data into appropriate databases • Coordinate printing and distribution of report cards. • Process and transmit requests for student information, including student transcripts for and high schools • Create, distribute and update student Allergy List • Send transcripts for graduating and transferring students to their receiving school • File immunization records to State of California prior to October deadline
Additional Responsibilities: • Prepare and distribute summer information packets: reports of grades, general information concerning the upcoming school year, and information forms that must be completed and returned. Follow-up to make sure all forms are received. • Assist Communications Coordinator as necessary • Coordinate the ordering and distribution of all graduate materials Purchasing • Manage ordering and distribution of office supplies within budget guidelines and with as much attention to cost-savings as is feasible • Supervise use of copier, troubleshoot mechanical jams and mechanical failures, order supplies and maintain monthly copy count.
Other Responsibilities: • Uphold Marin Horizon mission and values • Demonstrate genuine care for all student • Make memorial contributions, order flowers, send sympathy cards, and purchase gifts for various occasions as needed or requested • Minutes taker for the management meetings • Reconcile the monthly credit card and bank statement • Embrace existing school-wide management systems and promote high standards of behavior • Actively participate in professional development sessions • Communicate professionally with peers, supervisors, parents, and students • Participate in after school/evening activities: i.e., Parent conferences, weekend tours, overnight trips • Supervise arrivals/departures as well as recess when assigned • Enthusiastically participate in school-wide culture events • Perform other duties as assigned
Successful candidates are energetic, high-performers, committed to the school’s mission, who impress us with their drive, initiative, and ability to work productively under multiple deadlines in a fast-paced environment, where unanticipated external and internal events can shift priorities. Candidates must possess:
• Bachelor’s degree • Experience in support of executive/senior management • Outstanding organizational and administrative skills • Excellent writing, editing and oral communication skills and interpersonal skills • Consummate professionalism in internal and external interactions. Unflappable when confronted by difficult situations and shifting priorities • Sense of humor • Ability to work with faculty to support the objectives of the Head’s office • Proficiency in MS Office applications and experience with data systems • Willingness to work extended hours occasionally • The executive assistant to the head is accessible, approachable, and welcoming, managing confidential situations with discretion, respect, and sensitivity