Description

Heartwood is seeking an energetic Office Manager for our Bothin Resource Center, supporting school and site operations. Strong organization and communication skills are essential to contribute to efficient school operations. Job primarily supports Operations Manager and staff and, to lesser degree supports administrative needs of Executive Director.

Responsibilities

Collect and record site attendance, record in Student Information System (SIS), primarily for Bothin Resource Center, but assist with all students as required

Collect, organize, record student work samples, primarily for Bothin Resource Center students, and assist with all students as required

Coordinate student class and teacher assignments for Bothin Resource Center with Operations Team

Collect, organize and record and maintain enrollment and student data, chiefly for Bothin Resource Center but also assist with all students

Maintain site attendance records, enter attendance into Student Information System

Participate in student enrollment, coordinate parent communications and records gathering, enter into Student Information System

Answer telephone, provide information, relay information.

When Resource Center is reopened for student attendance:

• Greet visitors, sign in, determine nature of business, direct to destination

• Manage site safety procedures, including pandemic procedures

• Process mail, assist with mailers, student reports, outgoing communication

• Maintain office equipment in good working order, maintain supplies

• Maintain student traffic flow in office including disciplinary, medical, emergency, parent pickups

• Manage school events, coordinate school functions and festivals.

• Coordinate site maintenance or repair issues

• Manage textbook, computer and supply inventory

Perform complex and sensitive tasks for Executive Director including managing communications with staff and parent groups. 

Field and respond to parent, staff and student requests.  

Qualifications

• Organized, energetic and committed to the success of the students and school mission and values

• Minimum education: High School Diploma, College preferred

• 2-4 years’ experience in an office setting, school experience preferred

• Experience and fluency with GSuite or MS Office Suite, especially Excel or Google Sheets, cloud drives and calendar

• Experience with Student Information System software, Pathways preferred

• Bilingual preferred

• Must be able to work at home when school is not in session at Resource Center

Benefits

• Contribution to Medical PPO or HMO benefits (0.8FTE or greater)

• Access to 403b (1.0FTE or greater)

• Voluntary benefits (Dental, vision, disability)

• Generous time off includes 22 holidays, some school breaks, sick leave, vacation, July break

Job Environment

The job primarily functions on the beautiful, natural environment of the Bothin Resource Center (school) site for 10 months per year, and off-site in a home office for one month per year, or as Covid restrictions keep the Resource Center closed. Physical demands include lifting up to 30 pounds to waist level, carry, push, kneel, stoop, crouch and bend. Generally, the job is 75% stationary and 25% mobile. School moves in and out of office and Resource Center site at beginning and end of each school year. Minor travel to process mail and obtain supplies.