The ECC-LS Office manager performs a wide variety of administrative support functions for the ECC and LS Directors and is a representative of the school to employees, parents, students, and the general community.
The ECC-LS Office manager is a detail-oriented, people-person who interprets, transmits, and applies established rules, procedures, and policies; provides collaborative idea generation; and contributes to the formation and execution of departmental vision. This position requires oversight to ensure that all encounters, both internal and external, provide a positive experience and sound resource for all communities. She/he coordinates with all Administrators but primarily provides support to the ECC and LS Directors. This position is non-exempt, full time.
While functioning within the areas outlined below, the Office Manager is cognizant of the mission and educational philosophy of the school.
Responsibilities include, but not limited to:
- Manages the day to day operations of the ECC and LS office, including internal and external communications, welcoming students, parents and teachers, in-person or on the telephone, and answering and/or directing all inquiries.
- Assists with event planning; coordinates meeting room reservations, equipment and setup requests, refreshments, notifications, and confirmations; prepares materials, attends meetings as required and may take minutes or conduct related tasks.
- Receives and processes confidential information with discretion and in accordance with established guidelines or legal standards; organizes and maintains ECC student files.
- Works closely with Student Registrar and Student Database Manager to maintain accurate student records.
- Establishes systems relevant to educational programs in order to ensure the school is running efficiently.
- Maintains directors’ appointment schedule by planning and scheduling meetings, conferences, and travel.
- Handles departmental supply purchasing and processes monthly expense reports.
- Effectively utilizes and understands the school database; updates information and runs reports as necessary.
- Conserves directors’ time by reading, researching, and routing correspondence: drafting letters and documents; collecting and analyzing information.
- Coordinates parent-teacher conferences.
- Edits teachers’ newsletters.
- Prepares and edits correspondence, reports, and presentations such as eNews and push pages.
- Maintains accurate and detailed calendar of events, due dates, and schedules as they relate to educational programs or assigned projects to ensure proper tasks and activities occur as scheduled.
- Assists directors in organizing professional development days/parent coffees/staff meetings.
- Assists with field trip coordination as required, including payment processing and emailing notification/instruction letters/and maintaining records of health information.
- Supports teacher recruitment, including publishing advertisements, organizing resumes, and scheduling interviews.
- Assists with staff development conferences; gathers information, registers faculty, processes payment, and makes appropriate travel and/or hotel arrangements, as needed.
- Creates and maintains a variety of tracking systems, spreadsheets, and databases to support educational programs.
Minimum Education & Experience
A minimum of a college degree is strongly preferred and any combination of training and experience that provides the required knowledge, abilities, and skills. Minimum of two years experience as an assistant preferred.
Employment Standards & Desirable Qualifications
- Ability to receive and process confidential/sensitive information with discretion and in accordance with established guidelines or legal standards.
- Prior experience with/proficiency in Microsoft Office Suite, Google OS knowledge, and Excel is preferred.
- Excellent customer service skills and phone etiquette.
- Effective office principles, practices, methods and procedures.
- Proper business letter formats, report writing, record keeping, and filing systems and related editing techniques.
- Communicates effectively and tactfully in both oral and written form.
- Performs a variety of simultaneous administrative assistant/clerical support work with speed, accuracy, and frequent interruptions.
- Embodies flexibility to spontaneous demands and have grace under pressure and meet established deadlines.
- Able to compose, type, edit, and distribute a variety of correspondence, memorandums, forms, reports, and department publications with clarity and precision.
- Establish and maintain a variety of records and filing systems.
- Effectively use e-mail/internet, word-processing, database, spreadsheet, and graphics/presentation software application programs in the course of assigned duties and remain current with the advancement of office technology.
- Establishes and maintains effective work relationships in the performance of required duties.
- Multitasks and works as a team.
About Sinai Akiba Academy
Sinai Akiba Academy is a Preschool – 8th grade private day school in the West Los Angeles area. who opened doors in 1968 as the first non-Orthodox Jewish Day School in the West Coast. SAA offers a competitive salary and a comprehensive benefits package to eligible employees which includes health, dental, a tax savings flexible spending account plan for out-of-pocket health and dependent care expenses, a retirement plan with a generous employer contribution.
Sinai Akiba Academy engages students in the joy and discipline of learning. We nurture a community of ethical, critical thinkers who, shaped by our evolving Jewish tradition, walk through the world with confidence and humility.
Sinai Akiba Academy is an equal opportunity employer. It considers applicants for all positions without regard to race, color, sex, national origin, age, or any other characteristics protected by applicable state or federal laws.