Office Manager

 Title:          Office Manager

Hours:        Non-exempt. To be coordinated with the School’s operation and needs

Reports to: Head of School

Overview: Trinity School is an outstanding elementary day school serving preschool to Grade 5 students.  Our school, both literally and figuratively, is in a unique position for an independent school. Across the street from Stanford University on Sand Hill Road and adjacent to downtown Menlo Park and Silicon Valley, we occupy 5.5 acres on both campuses.  On our campuses, we sit at the crossroads of innovation and social consciousness.  Trinity is a purposefully small school and has partnered with parents for 60 years to grow children, one at a time, into motivated and capable problem solvers with big hearts.

 

Job Summary: Trinity School continues this tradition by envisioning the role of Office Manager as a culturally adept and inclusive individual who is a welcoming “first face” for Trinity School, an efficient and effective manager of the duties outlined below. Building on the past strength of the Trinity Community, the Office Manager supports all constituencies of Trinity School to thrive in its ever evolving robust learning environment. The Office Manager represents the mission of the School through front desk receptionist duties, performs a wide variety of specialized clerical, hospitality and community related functions such as compiling and arranging of data, preparing reports, managing current student records, managing office supplies and equipment, arranging for internal and external hospitality events, participating on the marketing committee, assisting on written communications by and directed by the Head of School. Under the Head’s direction, she/he performs secretarial, confidential, and administrative assignments utilizing planning, organizing and scheduling of the work involved.

Credentials and Expertise:

• Mastery of subject or specialty area as evidenced through previous work experience or accomplishments
• Experience in independent schools and not-for-profit sector preferred

Responsibilities:

1. Upholds the mission of Trinity School
2. Upholds the NAIS and CAIS Principles of Good Practice for Admission
3. Provides back-up before school childcare from 7:30 to 8:00 am in Library
4. Creates a welcoming environment in the reception area. Front desk (phones and visitors) and office manager duties from 8:00 AM to 4:30 PM with 30 minute unpaid lunch
5. Supports Head of School:
   1. Assists on timing and content of communications as needed
   2. Coordinates hospitality for internal and external events
   3. Manages Board of Trustees website and assists in preparation for Board Meetings
   4. Receives incoming reports from Head of School, formats each report, converts to Google Doc, copies to sharable format, posts
   5. Tracks Board food/drink/coordinates as necessary
   6. Prepares collateral for Board offsites and meetings as necessary, including PPTs and collating New Trustee materials
   7. Completes projects as assigned.
6. Serves as liaison for Director of Lower Campus and assists with logistics for Lower/Upper Campus activities and communications, including 2X Trinity Talk updates, substitute info, communication clarifications for ECP Liaison/TPA, needs for LC, orders, coordination with facilities, deliveries.
7. Maintains Constant Contact database for school, staff and Board.
8. Assists with written communications with Directors of Lower Campus and Upper Campus, Director of Admissions and Matriculation, Director of Development and Director of Educational Technology/Marketing/Special Projects with approval from Head of School
9. Actively participates as a member of the Marketing Committee in areas of social media, construction of marketing calendar, website alterations, areas of emphasis, strategies to achieve near and far term objectives per marketing calendar, and strategizing and securing materials for school-wide events.

10. Performs routine receptionist duties:

• a. Greets visitors, dispenses visitor badges, and answers phones, picks up/drops off students for early/late dismissal as necessary during the day
• b. Provides minor first aid to students
  • i.      Maintains an injury log for injuries more serious than a minor cut including all head injuries and distribution of any medication
  • ii.    Notifies parents of injuries that may be cause for concern (including anything involving head or that may be noticeable to parent on arrival)
  • iii.   Is prepared to follow procedures for Emergency Preparations
• d. Arranges for mail to be held at post office or delivered to Church Office during vacations
• e. Maintains cash receipts, and performs 1x/mo reconciliations for all credit card receipts, matching each transaction to specific receipt, compiling, and submitting to AP.
• f. Mails all checks for office, does deposits for AP, etc.
• g. Maintains the neat and professional appearance of the reception area including coordinating with HR and facilities for any work that needs to be done
• h. Maintains student, parent, and personnel databases
  • i.      Is the administrative point person for student database on Rediker
  • ii.    Manages accuracy of student data and daily attendance
  • iii.     Collects re-enrollment data from June mailing and updates databas
• i. Schedules use of School facilities for meetings, use of kitchen or Great Hall, or the Church by teachers and TPA, checking with Church Office for use of shared facilities. Communicates with maintenance staff for room layout and set up if needed
• j.    Maintains student files including health information and standardized testing results
• k     Maintains school event, internal, and personnel attendance calendars
• l.    Maintains office supplies, keeps all supplies stocked
• m. Orders official stationery for office, business cards for team, etc on a regular basis as needed.
• n. Creates official Trinity “powerpoint” decks and other design material for staff use as requested
• o. Places classroom orders as requested; handles all incoming and outgoing mail and packages, including all orders for the school (multiple per day), sending back when necessary, all summer supply reorders, and coordinates all deliveries with facilities.
• p. Ensures various office machines are in operational order

11.    Produces and collates mailings/publications as requested including the Summer Mailer

12.    Assists Development or Admission Offices with large mailings, providing labels and stamps as requested and assisting with collation and mailing, particularly annual fund, Christmas cards, and the January re-enrollment mailing.

13. Produces the Trinity Talk and prepares related communications for distribution 2x weekly and coordinates updates with LC and others for relevancy.

14.   Publishes and distributes the annual School Directory and Parent Handbook, working on updates with the large administrative team

15. Tracks employee attendance, matching Google Calendar info to create tracking spreadsheets and submitting to AP every 2 weeks; and arranges for substitute teachers, including at night and early mornings.

16.   Prepares and submits annual forms required by governing bodies including:

• a.    Private School Affidavit
• b.   Kindergarten Immunization
• c.   First Grade health check-ups

17.    Distributes contagion advisories in a timely manner

18.    Collects middle school recommendation and request for records forms and distributes these to the Head, Grades 4 and 5 teachers prior to December break

19. Prepares middle school applicant packets for distribution to the middle schools

20.    Sends cumulative records as requested by other schools

21.   Is the administrative point person for:

• a. Dennis Uniform company
• b. Student photography
• c.  Receives recycled uniforms and coordinates with TPA Unicycle Chair
• d. Taste Nutrition
• E. Lice Checks
• F. Eye Exams
• G. Bishop’s Ranch/Faculty Summer Retreat, including invoicing, sleeping arrangements, and distributing trip info to faculty.

22. Prepares Emergency tags for Emergency Preparedness Process

23. Prepares and distributes emergency forms to teachers for field trips, and collects parent updated licensing and insurance information for every field trip.

24. Oversees RegFox and TicketSpice for Enrichment Express sign ups, refunds, emails, tickets, etc.

25. Oversees SignUp Genius and volunteering software for the school.

26. Orders food for aftercare working with Extended Care supervisors, as well as food for Personnel Room and extra food for lost lunches/snacks.

27. Creates and delivers, with UCD, Orientation materials for new families during BTS period, as well as serves as point person for new family questions during enrollment and BTS period.

28. Performs other duties as assigned.

This job description describes a general category of jobs. The employee may be assigned other duties, in addition to or instead of those described here, and any duties are subject to change at any time according to the needs of the School.

Knowledge, Skills, and Abilities:

• Excellent written and verbal communication skills
• Ability to draft letters and documents
• Excellent organizational skills: accurate and attentive to detail
• Strong filing skills
• Effective time/project manager
• Able to manage several projects simultaneously
• Knowledge of computer applications related to job functions
• Mature, energetic, intelligent with professional demeanor
• Good judgment and creative problem-solving
• Commitment to development of relevant professional knowledge, skills, and abilities
• Cheerful, flexible self-starter
• Outgoing, and optimistic with well-developed interpersonal skills
• Thrives in fast-paced environment
• Team player
• Ability to resolve conflicts while maintaining the rights and human dignity of all parties
• Trinity School is a non-smoking environment

 Performance Review:

Based on this job description and annual goals progress and reporting

Please respond to this posting by sending a resume and cover letter to mallio@trinity-mp.org.