Office Manager

Position Description

Job description:
Classical Christian education ought to change the orientation and prioritization of our affections, impacting what we value and who we become. We are seeking an Office Manager who embodies a deep love for the Lord and His people, and who is called by God to faithfully serve in this vital administrative role.

The Office Manager supports the Administrative team and advances the mission of Classical Christian Academy through efficient management of administrative tasks, events, and processes. Essential functions and processes include office operations, human resources, school operations, event planning, resource management, service and lease agreements, coaching and training office personnel, and especially developing and maintaining critical standard operating procedures to ensure smooth, efficient, and effective operation of the school.

Qualifications:

Christian Character & Faith: Have a clear testimony of faith in Jesus Christ and a passionate, growing, personal relationship with Him; be a fully engaged member of a local evangelical Christian church body and fully support the school’s Statement of Faith. The highly effective office manager’s life is marked by imitation of Jesus Christ, by great love, contentment rather than complaining, prayer, joy, and the heart posture of a servant.

Education & Experience (preferred): Bachelor’s degree in Business Administration, Human Resources, Education, or a related field. Proven experience in office management and/or human resources, ideally in a professional setting such as a law office, medical office, or in education.

Knowledge: Strong understanding of office management principles, HR practices, and administrative procedures. Proficiency in office software, including Microsoft Office Suite, and ability to rapidly learn new software management and communication systems.
Personal Attributes: A humble, joyful disposition, a readiness, and willingness to serve others. Strong organizational skills and attention to detail, with initiative, problem-solving ability, confidentiality, discretion with sensitive information, and a stabilizing presence.

Office Management Responsibilities:

Administrative Support:

• Ensure day-to-day operations of the administrative office run smoothly
• Manage various school calendars, schedule appointments, and coordinate meetings.
• Answer and direct phone calls, handle inquiries, and communicate effectively with parents, staff, and the school community. Engage with administration, teachers, and families to provide support and information as needed.
• Standard Operating Procedures (SOPs): Develop, implement, and maintain standard operating procedures, checklists, and processes to ensure efficiency, care, and the ability to scale.
• Resource Management: Oversee the cost-effective procurement, management, storage, and asset accountability for office supplies, equipment, and educational resources and materials.
• Manage service and lease agreements for office equipment and other resources
• Ensure the proper maintenance and functionality of office & IT equipment

Front Desk Personnel Support:

• Provide ongoing support and training for front desk personnel to ensure efficient and professional front desk operations.
• Ensure front desk staff are well-trained in handling inquiries, managing visitor protocols, and providing excellent customer service.
• Student Records and Security: Maintain accurate and confidential student records, including rosters, transcripts, and attendance records.
• Manage key software systems used for student information and school operations, including FACTS, ParentSquare, and any future communication/HR/software systems.
• Record immunizations, exemption forms, and ensure compliance with health regulations.
• Coordinate school pictures, progress reports, & scheduling of parent-teacher conferences
• Daily School Operations: Oversee daily school operations, including opening and closing procedures, visitor management, and safety/security/emergency protocols.
• Coordinate logistics for school events, field trips, and extracurricular activities.
• Manage planning & execution of school events, ensuring all details are handled efficiently
• Testing and Event Coordination: Schedule and inventory all testing (CLT and ERB), as well as train staff on administration.
• Prepare and provide administrative support for integral events like speech meet, senior thesis, commencement, and fundraising efforts.
• Security and Emergency Operations: Support the development and implementation of security protocols and emergency operations plans.
• Ensure staff are trained in security measures and emergency response procedures.
  Human Resources Responsibilities:

Recruitment and Selection:

• Assist in recruiting, onboarding, and supporting employee administrative needs, from posting of job openings, processing applications, and coordinating interviews to onboarding newly selected candidates.
• Employee Relations & Staff Training: Maintain, update, and secure employee files and records (e.g. contracts and position descriptions, performance reviews & feedback, ACCS certification process, hours and time off, first aid certificates, etc.). Onboard and integrate new HR software to support employee care, growth, & advancement.
• Identify training needs; then train and coach office personnel to ensure high performance and adherence to school policies and procedures. Aid in the preparation for new teacher orientation and in-service/professional development training.
• In coordination with CCA’s finance manager, administer employee benefits programs (e.g. health insurance, retirement plans, & leave policies).
• Professionalism, Collaboration, Confidentiality, and Discretion: Demonstrate professionalism in all relationships, fostering trust with parents and colleagues. Collaborate closely with teachers, administrators, and families to cultivate a cohesive school culture. Maintain confidentiality and handle sensitive information with utmost discretion, ensuring privacy of everyone’s records.

Other duties as assigned. This description is not intended to be a complete delineation of all possible responsibilities. The role requires an entrepreneurial approach toward meeting the needs of the school with an emphasis on ensuring a sustainable infrastructure for school operations.

Note: Classical Christian Academy is located in Northern Idaho. By God’s grace, Classical Christian Academy exists to provide a Christ-centered, classical education firmly rooted in Biblical truth. We are an ACCS-accredited school humbly serving the Coeur d’Alene area and North Idaho families. This position description is intended to provide a general overview of the responsibilities and qualifications of an Office Manager at Classical Christian Academy. It is not intended to be a complete delineation of all possible responsibilities and may be subject to change or modification based on the school’s specific needs and requirements. This role requires an entrepreneurial approach toward meeting the needs of the school with an emphasis on ensuring a sustainable infrastructure for school operations.

Benefits:

401(k)
Dental insurance
Employee discount
Health insurance
Paid time off

Application Question(s):

Do you agree with our statement of faith, which is detailed on our website? https://www.classicalchristian.com/statement-of-faith