Office Administrative Manager

About the Employer

Office Manager

District Overview

Holyoke Public Schools is a PreK-12 public school district serving nearly 4,800 students, of whom 80 percent are Latino/Latina, in 11 schools. We employ nearly 1,300 people who together educate and support a richly diverse community of learners. We are committed to recruiting and retaining top-quality educators who believe all children can and will learn and who strive daily to make school a joyful place of discovery, support, and belonging.

Our strategic plan, "Moving Forward Together," builds on the strengths of our past while serving as a call to action to accelerate student learning by thinking differently about how we teach, how we work together, and how we support students' well-being.

Many successes contributed to Holyoke's return to local governance after 10 years in state receivership. These include:
- The highest graduation rate on record of 77.1 percent, an increase of more than 15 points over 10 years.
- Meaningful, applied learning opportunities for high school students, including theme-based academies, career vocational technical education programming, work-based learning, and advanced coursework.
- A comprehensive approach to early literacy that includes strong core instruction and one-on-one tutoring, contributing to more students reading at grade level.
- A thriving dual language English/Spanish program, where nearly 900 students are on their path to becoming bilingual, biliterate, and bicultural.

More than one-third of Holyoke teachers identify as people of color, a 19-point increase over 10 years. Many partnership programs support staff to earn licensure or additional certification.

Please visit the Holyoke Public Schools website to learn more about us, our recent accomplishments, and our commitment to equity.

Job Summary

The Office Manager plays a central role in ensuring a well-run, efficient, and responsive school. In addition to maintaining the school's administrative systems and routines, the Office Manager functions as the primary contact person for all of the school's constituents. The Office Manager must be able to communicate effectively with students, teachers, families, community members, vendors, and visitors.

Essential Functions

Leadership Support:

Assist leadership in staff recruiting, selection, orientation, and onboarding. Manage the collection and maintenance of student, personnel, and school information (receiving forms and paperwork, tracking missing forms, managing databases, updating contact information, maintaining records, entering data, etc.). Support and participate in staff meetings, staff orientation, school/district events, and staff training. Maintain school calendar of events. Design and implement office policies by establishing standards and procedures, measuring results against standards and making necessary adjustments.

Technology, Reporting, and Operations:

Maintain office services by organizing office operations and procedures; preparing payroll; controlling correspondence; designing filing systems; reviewing and approving requisitions; assigning and monitoring clerical functions; and overseeing all other daily activities at the school. Manage school-wide daily systems (managing student and staff attendance, tracking the student discipline system, payroll, maintenance and supply systems, purchasing systems, etc.). Plan and manage logistics and preparations for school events and activities as needed. Oversee the production and distribution of school report cards. Serve as the main point of contact in the school reception area. Greet and document all visitors. Manage phones (answering calls, redirecting calls, taking messages, placing calls, creating school announcements, etc.). Oversees and maintains strong communication with and outreach to families and other community partners.

Qualifications:

A desire to work with educationally underserved student populations and their families. An ability to adapt quickly to change, thrive in a fast-paced environment, and a capacity to remain calm and focused when faced with unexpected challenges. Attention to detail and problem-solving skills. Strong organizational and planning skills. Excellent time management skills and ability to multitask and prioritize work. Excellent interpersonal and communication skills. High school diploma or equivalent. Bilingual in English and Spanish is strongly preferred.

Please note: This job description is not intended to be, and should not be construed as, an all-inclusive list of all the responsibilities, skills and working conditions associated with the position. While it is intended to reflect the position activities and requirements, these requirements may change over time. Management reserves the right to modify, add or remove duties and assign other duties as necessary.