Office Manager

The Lewis School of PrincetonOffice Manager Job DescriptionThe Lewis School and Clinic is an independent, non-profit, non-secretarian educational institution for students with learning differences.Helping each learning different child achieve his or her personal and scholastic best is the Lewis School and Clinic’s mission. We provide curriculum wide, evidence based, multi-sensory, Orton-Gillingham and Lewis methods to serve students ages pre-school through high school and adults. We have a full-time position available for an energetic, self-motivated, highly professional Office Manager. Because we are a small organization, each member of our team performs many functions, requiring a wide range of skills and flexibility. Attention to detail, consistency and a high degree of confidentiality are important qualities in the ideal candidate.

We seek an Office Manager who is both strategic and hands on. The ideal candidate will be a strong administrator with school experience. Candidates without school experience will also be considered.

Job Purpose:

 

Handle, oversee and ensure that the work of the Main Office is performed completely and as promptly as possible, in a professional manner.

Duties:

* Maintains office services by organizing office operations and procedures;  controlling correspondence; designing filing systems; assigning and monitoring clerical functions.

* Works with Head of School, providing historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records for both clinic and school.

* Responds to student, parent and walk-in inquiries.

* Prepares letters, parent notices, evaluation report and report cards. Ensures that all front office communications are proofread.

* Answers the phone, and directs phone calls to appropriate person.

* Maintains and updates School's database through data entry.

* Assists School Administrators, Admissions Department and Faculty with their clerical needs.

* Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement and oversight of maintenance.

* Designs and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.

* Performs or delegates clerical and/or secretarial duties as requested by the Head of the Upper School, Director of the School, and others.

* Sorts or delegates daily mail distribution.

* Assists Marsha Lewis, Director of the Clinic & School, upon her request.

* Completes operational requirements by scheduling and assigning employees; following up on work results.

* Maintains office staff by working with Head of Finance on recruiting, selecting, orienting, and training employees.

* Maintains office staff job results by coaching, counseling, and re-directing employees; planning, monitoring, and appraising job results.

* Contributes to team effort by accomplishing related results as needed.

Personal Characteristics:

The Lewis School of Princeton is a dynamic organization experiencing a number of changes in the areas of growth and technology. As such, it is important that the Office Manager be a flexible, accommodating and resilient person. This is not a role that is characterized by routine day to day assignments or structure. The right candidate will have the ability to both take charge but know when to use different leadership styles to accomplish tasks.

The office environment is small and hands on. It is integral to the running the school and interfaces regularly with students and parents. A respect and desire to work with children and parents is critical to the success of the Office Manager. A can-do attitude and friendly personality are very important in this role.

Skills/Qualifications:

Supply Management, Informing Others, Delegation, Staffing, Managing Processes, Supervision, Developing Standards, Promoting Process Improvement, Inventory Control, Reporting Skills, Phone Skills