Office Manager at el Centro de Estudiantes High School

About Big Picture Philadelphia challenges systemic inequities in education by providing transformative learning experiences at two public high schools in North Philadelphia — El Centro de Estudiantes (El Centro) and Vaux Big Picture High School (Vaux). As proud members of the network, we build on students' strengths, help them identify their interests, and connect them to their passions-- within and outside the school building. Our integrated, community-focused approach to education and personal development ensures students build the skills, confidence, networks, and credentials needed to achieve their personal, academic, and career goals. Position Description The Office Manager at Big Picture Philadelphia is a detail-oriented individual with a strong background in administrative workflow management. The individual plays a vital role in ensuring the smooth functioning of administrative operations at El Centro Big Picture. This position involves overseeing daily office activities, coordinating communication, managing office personnel, and supporting the school leadership team and staff at El Centro. The Office Manager maintains efficient office procedures, promotes a positive and welcoming atmosphere, and handles various administrative tasks. Responsibilities El Centro Big Picture Office Management Ensure the school office's effective and efficient day-to-day operations, creating a warm and welcoming environment for students, families, staff, and visitors. Handle incoming and outgoing calls, providing timely and accurate information to all stakeholders. Maintain manual and digital filing systems, ensuring accurate and up-to-date student records and files. Finalize enrollment by actively encouraging families to complete enrollment, promptly addressing outstanding needs, and communicating any issues to the administration. Input enrollment data into Infinite Campus (SIS) and other digital systems, including Google Drive and Deans List. Retrieve reports from SIS for administrative team members as needed. Oversee and manage the internal attendance system to ensure accurate and timely record-keeping. Manage DIVVY purchasing requests and execute approved DIVVY purchases efficiently, adhering to school policies. Administrative Support Provide comprehensive administrative support to the El Centro leadership team and staff, ensuring organizational leaders receive the assistance needed to operate efficiently. Handle various office tasks, including typing, dictation, spreadsheet creation, faxing, bulk mailings, and maintaining filing systems and databases to keep operations running smoothly. Assist in scheduling appointments, meetings, and events, coordinating logistics, and maintaining calendars. Provide purchasing support to the school leadership team, complete approved purchases, and meet regularly with the Principal and finance personnel to ensure accurate accounting. Prepare and proofread documents, reports, and presentations as required. Communication and Correspondence Serve as a primary point of contact for internal and external stakeholders, including students, parents, staff, community members, organizational partners, and visitors. Coordinate communication channels such as emails, phone calls, and mail to ensure timely and accurate responses. Prepare and distribute official school correspondence, including newsletters, memos, and announcements. Student Records and Enrollment Maintain student records, ensuring confidentiality, accuracy, and compliance with privacy laws and School District policies. Facilitate student enrollment and withdrawal processes, working closely with parents and guardians, and ensuring accurate documentation. Qualifications Bachelor's Degree OR Minimum five (5) years equivalent related work experience to complete the listed duties Experience working in an urban school or other large system is strongly preferred Thorough understanding of and enthusiasm for the Big Picture Philadelphia mission Commitment to practices that foster diversity, equity and inclusion Skills and Abilities Enthusiasm for interacting with students as well as staff across all levels and functions of the organization, with outside consultants and vendors, and with members of the larger Big Picture Philadelphia community of partners and stakeholders Demonstrated ability to operate effectively in a diverse, complex, and fast-paced work environment Understanding of federal, state, and local school law Knowledge of public education is highly desired but not required Demonstrated capacity to manage people in a work setting Proficiency in standard computer software applications and willingness to learn new applications and systems as needed Strong oral and written communication skills Excellent organizational skills, including time management, attention to details, and the ability to balance competing priorities and meet deadlines Strong problem-solving and strategic thinking skills Willingness and desire to participate in unexpected projects Commitment to professional growth Required Clearances Successful applicants will be required to complete and submit the following as a condition of hire: PA State Police Background Check (EPATCH) Childline Clearance FBI Fingerprinting Act 71 Act 126 Act 168 Compensation The Office Manager is a full time employee eligible for a comprehensive benefits package that includes health, vision, dental, short and long term disability insurance, and a 401k retirement plan with employer matching. Salary is commensurate with experience. Big Picture Philadelphia provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status.

Job Type:

Full-time Pay:

$40,000.00 - $50,000.00 per year

Benefits:

401(k) matching Dental insurance Employee assistance program Flexible spending account Health insurance Life insurance Paid time off Parental leave Vision insurance

Schedule:

8 hour shift Ability to

Relocate:

Philadelphia, PA 19134: Relocate before starting work (Required)

Work Location:

In person