Office Manager & Executive Assistant

Staff / Full-Time

Tremont School, Concord, MA

Office Manager/Executive Assistant

Tremont School embraces our students’ individuality, empowering them to be critical thinkers and compassionate citizens. 

JOB SUMMARY:

As the school Office Manager, your job is to be the friendly and welcoming face as students, staff, parents and guests enter campus or call on the phone. As an essential point person for our school, this job includes monitoring the attendance of students, and handling parent, teacher, and visitor inquiries about school activities and policies. The Office Manager will also support the administration in the coordination of school events, schedule appointments for the Executive Director, and perform other administrative, secretarial, and clerical duties as required. The Office Manager is often the first voice and face representing the school and its vision, mission, and core values. They are part of the Administrative Team and report to the Executive Director. 

 

CHARACTERISTICS:

The Office Manager provides a professional environment that supports and welcomes people to the school. The position is characterized by wide-ranging responsibilities often conducted in an atmosphere of frequent interruptions, time constraints and/or in the necessary absences of the Tremont Administrator(s). This position is pivotal in facilitating the school’s educational purposes and the efficient daily operations of the school office. The position buffers the other Tremont Administrator(s) and staff from unnecessary interruptions. The successful Office Manager is an energetic professional who doesn’t mind wearing multiple hats. Experienced in handling a wide range of administrative duties and executive support-related tasks, they are able to work independently with little or no supervision. They are also well-organized, flexible, and enjoy the administrative challenges of supporting an environment of diverse people.

REPRESENTATIVE DUTIES:

Essential Duties

  • Manage daily operations of the reception area:Answer all incoming phone calls, take attendance, provide clerical support to Administrators and Teachers as required
  • Maintain the Executive Director’s calendar, screen calls, receive visitors and respond to requests for information and assistance as appropriate;
  • Act as primary notetaker at various meetings to ensure accurate record of conversations, identifying key action items and reviewing for accuracy prior to filing
  • Support the Director of Admissions with administrative duties and event planning
  • Support the Program Director and Executive Director as specified by those positions;
  • Support the Development Director;
  • Facilitate the implementation of the school schedule for Middle School, High School and individual students;
  • Serve as an initial go-to person for teachers in need of support, managing classroom orders and any maintenance or repairs needed;
  • Explain any policies or procedures to parents, teachers, other employees and the public;
  • Facilitate appropriate training, assign and monitor the work of staff, student helpers, and parent volunteers;
  • Maintain and troubleshoot office equipment, appliances and general equipment as necessary;
  • Maintain confidentiality when handling student and other files;
  • Independently respond to routine letters, emails, and general correspondence;
  • Responsible for maintaining accurate record-keeping of student enrollment, organization of confidential student folders and all required records contained therein, verification of enrollment and health eligibility, and transfer or release of documentation;
  • Maintain and update student and staff emergency contact and/or allergy or other health information, i.e. emergency cards, computer data and disaster preparedness;
  • Maintain student attendance records, including preparation and verification of daily student attendance, entering enrollment information into the attendance system, preparing required attendance reports on a daily, weekly and monthly basis;
  • Maintain employee time reports and attendance records
  • Prepare transportation requests, calendars and answers questions about field trip activities;
  • Maintain information on and answer questions regarding specific school programs, fundraisers and after school activities including regularly updating public and internal school calendars;
  • Compose school-wide communications, correspondence, and a variety of bulletins, newsletters, memos, emails, forms and update the school calendars;
  • Maintain control of school facility keys, assign and distribute keys to staff as necessary.
  • Submitting and coding invoices and checks for our Business Associate

 Other Related Duties

  • Assist with implementation and coordination of emergency procedures for Tremont Disaster Plan;
  • Prepare purchase orders and update faculty on their budget balances
  • Assist with student medical needs and administer first aid, CPR and/or prescribed medication as necessary;
  • Prepare and disseminate student progress reports;
  • In the absence of the Tremont Administrator(s) monitor and oversee students, contact parents, guardians, or authorized adult when necessary to provide transportation and/or to release the student to adult supervision
  • Perform additional tasks in line with office, facility or school management as delegated by the Executive Director

MINIMUM QUALIFICATIONS:

Knowledge of:

  School office practices and procedures;

• Equipment used in a school office including knowledge of Google Suite, word processing, spreadsheets, FACTS database (or equivalent), E-mail and internet computer applications;

  Standard record keeping, filing systems and procedures;

  Business letter and report writing techniques;

  Business office telephone techniques and etiquette;

  Basic math used in an office environment;

  First aid and CPR procedures (or willing to get trained prior to starting);

  Principles of leadership, office organization and management, public relations, and training.

 

Ability to:

  Anticipate needs and effectively plan, organize and prioritize work of self and others in a demanding environment;

  Be a proactive problem-solver, seeing something that needs to be addressed and acting on it accordingly, seeking permission when necessary or bringing it to the attention of whomever may be able to take action;

  Utilize sound independent judgment in performing tasks and fulfilling responsibilities;

  Establish and maintain effective interpersonal relationships and effectively communicate using tact, patience and courtesy in a manner that reflects the school;

  Communicate accurately, effectively and courteously both orally and in writing to a diverse audience under busy and/or difficult/confidential situations;

  Operate various standard and specialized office equipment including a personal computer and copy machine;

  Enjoy working around students with diverse personalities and learning profiles;

  Rapidly learn procedures and software as required;

  Post, check, maintain files, statistical, financial and other records rapidly and accurately;

  Implement school policies and procedures;

  Compose correspondence and written material independently and proactively;

  Understand and carry out oral and written instructions;

  Maintain databases and manage information systems;

  Receive training and correctly employ physical health care procedures under the indirect supervision of the school’s health consultant;

• Understand, be sensitive to and respect the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disabilities, and sexual orientation and gender identity of students, parents, teachers, administration, and staff.

EMPLOYMENT QUALIFICATIONS:

 Education:

  • B.A. or B.S. preferable

Experience:

  • Two (2) years of responsibility varied clerical and secretarial required.
  • Understanding of educational organizations and experience working with a neurodiverse population is preferred.

Schedule and Compensation:

The Office Manager position is an exempt full-time position.  Occasional work beyond the normal schedule may be needed to support special events or programs.  During the school year, effective August 15th or thereabouts, the work schedule will match the school schedule of 7:45am to 4:00pm, except on school holidays and vacation weeks. Summer hours will be reduced significantly, effective mid-June through mid-August.

To Apply:

Please send resume, letter of interest and three references to: employment@tremontschool.org

Tremont School

Concord, MA
Elementary, Middle School, High School, Post Graduate
Day
All Gender