Office Manager

About the company:

At Optima Classical Academy, we are dedicated to providing unparalleled educational experiences with a strong emphasis on character development. We aspire to instill in our students a love for learning, a sense of moral responsibility, and the intellectual prowess to navigate the complexities of the world. We embrace the classical education model, a time-tested approach that has proven to produce well-rounded, critical thinkers throughout history. Our curriculum emphasizes the trivium – grammar, logic, and rhetoric – guiding students through a journey of intellectual development that sharpens their minds, refines their communication skills, and nurtures a deep appreciation for the wisdom of the past. At Optima Classical Academy, education should not only enrich the mind but also cultivate virtues like courage, self-government, courtesy, service, honesty, responsibility, and perseverance. Our students are encouraged to embody these virtues, fostering a positive and respectful community within our school.

The office manager is a salaried, exempt position with a 12-month work schedule. Salary will be set annually on a performance-based schedule. The school operations manager will report to the director of operations.

Major Function

The office manager performs administrative and supervisory work in the non-academic operations of the organization. This includes student recruitment, facilities management, purchasing, marketing management, program management, and other operations-related responsibilities. He or she works to ensure the operational success of the organization, ensure contractual and regulatory requirements are met, and that resources are managed effectively.

The office manager’s essential duties and responsibilities are as follows:

Leadership

• Develop and oversee the evaluation of the organizational philosophy, goals and objectives reflecting organization, district, and state goals.
• Develop and maintain a positive school/community climate and a safe and healthy environment conducive for academic success.
• Maintain liaison with outside agencies, vendors, and other stakeholders.
• Any other duties as assigned.

Administrative

• Maintain records and necessary reports for efficient operation of organization and compliance with federal, state, and local requirements.
• Oversee operations-related programs including, but not limited to, food service program, before and/or after school care programs, volunteer program, after-school clubs, sports programs, and any other special programs required.
• Oversee, develop, and implement procedures in keeping with policies and regulations.
• Oversee the enrollment process including applications, lottery, and registration of students.
• Determine staffing needs including selection, supervision, staff development, evaluation, and termination of non-instructional organizational personnel.
• Periodically report to the board of directors on the operations of the school and any problems which arise.
• Attend and participate in all meetings of the board and its committees, except when excused by the board.
• Enforce the policies and procedures of the organization as set by the board of directors.
• Recommend changes in policies and procedures to the director of operations.
• Assure that all terms of the contracts held by the organization are being met.
• Manage the established budget and record keeping processes, and inventory control of all organizational resources.
• Assist with the development of the annual budget, financial statements, and other reports.
• Support the annual financial audit and all other audits and external organizational reviews.
• Oversee fundraising activities and maintain liaison with parent fundraising efforts.
• Arrange for legal and financial assistance whenever necessary.
• Oversee maintenance of the organization’s website and social media.
• Plan and manage for efficient utilization and maintenance of the organization’s facilities, including custodial services, network technology, and building security.
• Any other duties as assigned.

Minimum Qualifications

• The minimum educational requirement for this job is a high school degree. A bachelor’s degree or associate degree (or equivalent educational experience) is preferred.
• Five (5) years related professional experience.

Computer Skills

• To perform this job successfully an individual must be proficient in Excel and Word.
• Knowledge of accounting software, order processing software, social media platforms, is preferred.
• Ability to acclimate to industry-specific software applications and programs is required.

Other Skills

• Ability to adapt to changes quickly and efficiently in a high-paced environment.
• Successful track record of project/program management or multi-tasking is required.

Additional Qualifications:

• Ability to demonstrate, uphold, and promote in daily interactions a commitment to the school’s mission and vision, and the moral character and civic virtue the school embodies.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

The organization is an equal opportunity employer. The organization is committed to providing equal opportunity for all individuals in all areas of recruitment, selection, placement, training, assignment, transfer, compensation, benefits, discipline, retention, and promotion. The board commits itself to the policy that there shall be no unlawful discrimination against any person because of race, color, religion, age, sex, national origin or disability. All decisions with regard to employment shall be in compliance with applicable state and federal laws.