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[2022 - 2023] Office Manager- Bilingual Spanish (serving K - 8)

Company: KIPP North Carolina Public Schools
Location: Durham
Posted on: January 16, 2022

Job Description:

Company Description

Organizational Overview

KIPP NC is a network of eight high-performing, college-preparatory public charter schools providing an academically rigorous and joyous school experience to more than 3,500 students in grades K-12 in Charlotte, Durham, Gaston, and Halifax. KIPP NC supports several thousand alumni on their journey to and through high school, college, and career.

KIPP NC is building on a rich tradition of academic excellence and relentless fight for social justice present from the founding of both KIPP ENC and KIPP Charlotte. KIPP ENC is the second oldest KIPP region in the nation. In its 20 years of operation, KIPP ENC has been a cornerstone for students and families in rural Gaston and Halifax, operating two primary schools, two middle schools, and one high school. Over the past five years, it grew to serve even more students by opening up a middle school in Durham, an urban center in the center part of the state. KIPP Charlotte, which grew out of the strong traditions and academics of KIPP ENC, has supported students and families for the past 13 years, operating one primary school and one middle school in the largest city in North Carolina.

KIPP North Carolina is building upon the successes and experiences of KIPP ENC and KIPP Charlotte to provide inclusive school environments and an educational program that will enable our students to lead full lives and equip graduates to be future leaders and agents of change in North Carolina and beyond. KIPP NC is engaging in direct, anti-racist work, and contributes meaningfully to the dismantling of structures of inequality within our organization, schools, and classrooms. We're committed to expanding our efforts to embed anti-racism in all of our activities and engagements within our classrooms and schools, across our organization, and throughout the State of North Carolina. All of this will be in a tireless effort to create classrooms that are homeplaces for our students, places where they feel safe, loved, validated, seen, and heard, places where all their beautiful identities will be affirmed and celebrated, and places where they will learn the academic knowledge and skills needed for college, career, and beyond.

Job Description


This role is shared between Durham Elementary and Durham Middle Schools and reports to the Director of School Operations (DSO). The Office Manager (OM) is a school-based operations role that ensures an orderly, responsive, service-oriented, and welcoming school environment. The OM serves as the primary contact person for all of the school's stakeholders and must be able to communicate effectively with students, teachers, families, staff, trustees, donors, and visitors. The OM oversees all communications and supports school-wide activities and events on an ongoing basis. The OM oversees many school-wide systems, including arrival and dismissal, attendance, transportation, purchasing, event planning, and student recruitment and enrollment. The OM ensures that the school's office systems meet high standards of operational and customer service excellence, and enables instructional team members to focus on driving strong student achievement outcomes.

Key Skills And Attributes

  • Demonstrate a relentless drive to improve the minds, character, and lives of students both in and out of school
  • Implement and enhance the school's systems and culture
  • Maintain the school's administrative systems and routines
  • Build strong relationships with stakeholders, especially families
  • Communicate effectively with students, families, and colleagues
  • Commit to positive customer service in challenging situations
  • Stay abreast of school activities, schedule, and calendar
  • Commit to continual professional growth, participating actively in department meetings, staff meetings, and other meetings
  • Raise areas of possible improvement or of concern swiftly to the DSO and the Leadership Team
  • Participate in an annual summer staff orientation and training
  • Be present and engaged at least Monday through Friday from 7:00 AM - 5:00 PM
  • Work periodic evenings and weekends as needed
  • Work on a year-round administrative schedule with school holidays and two weeks of summer vacation
  • Desire to continuously learn and increase effectiveness as a professional
  • Unwavering commitment to KIPP NC's mission and willingness to go above and beyond to meet the needs of KIPP students, families, and staff
    Key Responsibilities

    • Greet and document all visitors (signing in visitors, ensuring that students only leave with authorized parents/guardians, monitoring and controlling access to the school, etc.)
    • Serve as the main point of contact in the school reception area
    • Manage phones (answering calls, re-directing calls, taking messages, placing calls, creating school announcements, etc.)
    • Manage mail (distributing received mail, preparing school mailings, making mail drops, etc.)
    • Maintain school calendar of events
    • Deescalate communications as necessary
    • Draft communications through parent letters, weekly staff notes, surveys, and visitor surveys, working with the DSO to ensure appropriate messaging and approval
    • Seek out information about events, schedules, and calendars and proactively resolve communication problems
      Recruitment, Enrollment, and Records Maintenance
      • Assist with student recruitment
      • Oversee the enrollment and registration process for new-to-KIPP families
      • Help manage the collection and maintenance of student, personnel, and school information (receiving forms and paperwork, tracking missing forms, managing databases, updating contact information, keeping records current, etc.)
        Systems Execution
        • Ensure Arrival and Dismissal systems are executed with accuracy
        • Work with the school Leadership Team to ensure that all compliance requests and reports are completed on time
        • Maintain office equipment and furnishings, and upgrading as needed
        • Help manage school-wide daily systems (managing student attendance, tracking the student discipline system, etc.)
        • Coordinate on-site components of school financial systems such as purchasing requests and processing invoices
        • Manage school maintenance and supply systems
        • Manage systems for and maintains accurate student data and information in compliance with federal, state, regional and school expectations
        • Support with logistics of report cards/progress reports/transcripts
          Student Safety
          • Serve as the eyes and ears at the front of the building to ensure student safety at all times
          • Participate in the Safety Team at your school and always wear a Safety Hat throughout duties
          • Review authorization to pick up before releasing students to anyone
            Events and Activities Support
            • Share responsibility for grade-level and school-wide activities, including field lessons
            • Help organize staff events and preparing materials for staff workshops/trainings
            • Oversee the day to day activities of the school
            • Help execute logistics and preparations for school events and activities as needed (making photocopies, setting up for special events, making phone calls to confirm attendance, etc.)
            • Help prepare set-up for staff meetings, staff retreats and annual evaluations Qualifications

              Required Qualifications
              • Relevant Bachelor's Degree
              • Minimum 3 years of work experience, preferably in an office or education environment
              • Welcoming and positive presence
              • Communicates well with others and demonstrates strong interpersonal skills with students, parents, colleagues and community members
              • Excellent communication skills, both verbal and written
              • Sense of humility, customer service mindset, and shows urgency and the ability to proactively solve problems and make decisions quickly
              • Flexibility and a sense of humor
              • Enjoys working with children of all ages
              • Team player with strong interpersonal and stakeholder management and relationship building skills
              • Ability to stay calm under pressure, especially in difficult conversations with parents and staff
              • Displays maturity and ability to work independently
              • Has the ability to manage multiple tasks and meet tight deadlines
              • Excellent organizational, verbal, and written communication skills
              • Excellent computer skills, including Microsoft Word, Power Point, Excel, and Google Suite
                Preferred Qualifications
                • Spanish Fluency
                  Additional Information

                  Compensation Information

                  Compensation is commensurate with experience and includes a generous benefits package.

                  KIPP North Carolina does not and shall not discriminate on the race, color, religion, creed, national or ethnic origin, age, sex, gender identity, sexual orientation, marital or parental status, disability, source of income, or status as a veteran in any of its activities or operations.

Keywords: KIPP North Carolina Public Schools, Durham , [2022 - 2023] Office Manager- Bilingual Spanish (serving K - 8), Other , Durham, North Carolina

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