Organizational Overview
Castlemont Community Transformation Schools (www.cctschools.org) is a TK-8 charter school opening in fall committed to serving families in East Oakland. The school will open with grades TK, K, 1st and 6th grade. CCTS seeks to transform young people into agents of social change through the highest quality education and wrap around services from cradle to career.
The Opportunity
CCTS is hiring an Office Manager (OM), available to start immediately, giving the OM time to prepare for school opening prior to the first day of school. The Office Manager will be responsible both for helping prepare for school opening and for helping run the school once open. This is an opportunity for someone interested to helping to create a school community from the ground up.
The school Office Manager is a full time, exempt position that will report to the School Principal. The Office Manager is the first point of contact for parents and students when they come to school, as well as a resource to the school community. The Office Manager should always exhibit professionalism, treat people with respect, and be firm but compassionate in the way that they address the day-to-day challenges of a rigorous & purposeful school.
During the school startup period, Office Manager responsibilities will include:
Student Enrollment
Partner with the Enrollment Coordinator to coordinate parent volunteers in student recruitment efforts
Assist Principal during welcome meetings for families of accepted students
Collect enrollment documents from accepted students
Ability to walk or stand for long periods, bend and carry small objects
Experienced event planner with a flexible schedule that allows some weekend work
Manage and track constant communication with new families to ensure the school opens fully enrolled with robust waitlists
Start-up Operations
Identify and coordinate Parent Leaders to be involved in the startup process
Assist with the procurement process, including placing orders and receiving/tracking supplies
Complete OM onboarding process, including attending professional development sessions, and completing small assignments in preparation for teaching staff
Once the school is open (August 2015 onward), Office Manager Responsibilities will include:
Parents and Community
Build strong working relationships with parents and families
Assist with the successful coordination of community meetings and events, either through delegating to parents or completing independently
Use automated telephone system to send out school information as necessary
Work closely with teachers to identify parents and families who are not as invested in the school community and actively work to change this
Enrollment, Student Information, and Attendance
Run Mandatory Registration Day before the start of school to gather student information and complete other start-of-year tasks with families
Create and maintain complete and current student cumulative files and be familiar with contents and structure of student information files
Enter student information into student information system before the school year begins, and keep this information up-to-date throughout the school year as enrollment or information changes
Maintain the Absentee Log; contact parents on a daily basis regarding absent students; record updates to attendance data in student information system
Coordinate the school’s truancy process and communicate with parents as needed regarding truancy issues
Administer Independent Study process for students with planned absences
Collect doctor’s notes and excused absence notes from parents for absentee documentation
Work with current parents to solve problems and prevent student attrition
Health, Safety and Discipline
Maintain emergency medical and contact information for all students
Maintain complete and current immunization records for all students
Administer basic first aid, distribute medication, maintain injury reports, and contact parents as necessary
Be knowledgeable of all content in school safety binder, including emergency procedures
Report all injuries and other school incidents to Human Resources
Supervise students sent to the office for discipline and health reasons
Meals
Manage collection of free/reduced-lunch application forms from all families prior to the start of the school year
Collect lunch payments from parents
Finance
Track order receipts
Collect lunch or uniform sales money from parents and provide receipts for payments made to the school
Facilities
Assist in managing and reporting day-to-day facilities problems
Execute responsibilities related to emergency situations as assigned by the Principal
Special Education
Act as intermediary as necessary to communicate written or oral information
Ensure that all documents delivered or messages received are immediately given to special education program staff
Maintain confidentiality regarding all information, oral and written, regarding students who receive special education services
Partner with Special Education team on school site to arrange IEP meetings
Administrative
Perform general clerical duties including answering phones, taking and distributing messages, sorting mail and preparing general correspondence
Facilitate arrangements for school activities and arrange logistics for meetings, teacher development, parent development and other development activities
Provide support to the Principal and teachers as necessary
Act as an interpreter, when necessary, in whole-school functions and smaller meetings
Qualifications
Spanish/English bilingual fluency highly preferred, with excellent written and oral communication skills in both languages
Knowledge and cultural competence of the local student and parent community
Highly developed interpersonal skills using tact, patience, and courtesy
Organizational skills and ability to manage multiple critical deadlines with resourceful confidence and detail orientation
Comfort in a start-up environment with flexible roles and ability to work independently with minimal direction
Ability to use a variety of software programs and quickly learn new ones
Managerial skills preferred
How to apply
Instructions to Apply
Please submit your resume and cover letter to careers@cctschools.org. Please label the email’s subject line: “Last Name, First Name – Position you are applying for”. Visit http://cctschools.org/about/join-our-team/ for full job description