Office Manager

Reports To: Head of School (Poʻo Kula)
Work Year: 12 months

Bargaining Unit: HGEA BU4

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Job Summary:

This position oversees the daily operations of the office and serves as the manager of school office support for the school. Responsible for providing general administrative and clerical support functions of a school while concurrently learning and administering applicable policies, procedures, regulations, work methods.  Specific functions include but are not limited to:  a) Administrative and Clerical Duties; b) Registrar Assistance; c) Student Services Assistant and Student Health Services; d) Administrative Assistance to Head of School. Performs other related duties as assigned.

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Essential Duties and Responsibilities:

 

Administrative and Clerical – 45%

• Greet and check-in guests/visitors, escort to the proper host.

• Answer and return phone calls, record and relay messages.

• Assemble and refine materials and data for schoolʻs administration correspondence and reports.

• Gather and compile data and prepare various reports (e.g. attendance, enrollment, absence) for students and staff.

• Provide clerical support to school administrators as requested.

• Compose routine correspondence and memoranda for distribution as requested.

• Respond to inquiries from students, parents, staff and the general public related to school and departmental policies, procedures, rules, regulations and activities.  Seek clarifying information as necessary.

• Maintain the substitute pool list and schedule coverage when needed. 

• Receive and process daily mail.

• Maintain and order school and office supplies as needed and as approved; place service calls as needed.

• Check delivery of all supplies, equipment and merchandise.  Review packing list against delivery to insure shipment accuracy.  Follow through with vendors to correct discrepancies.

Registrar Assistance – 25%

• In partnership with school administration staff, provide routine information regarding school and

• registration procedures.

• Facilitate the collection of annual student enrollment documents, updates database(s) and file accordingly.

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Other Duties and Responsibilities:
 

Student Services Assistant and Student Health Services – 15%

• Provide assistance to students (e.g. issue tardy passes, check in/out supplies).

• Work with the Business Manager to facilitate mailing of monthly billing statements to parents.

• Collect payments for student activity fees, uniforms, field trips, and lunches.

• Provide basic health support to students as allowed by law.

• Recommend course of action for student’s care.  Contact parents/guardians regarding ill students and/or take other actions as directed by school administration.

Administrative Assistance to Head of School – 10%

• As needed, organize and maintain a filing system that directly supports the responsibilities for the Head of School.

• As needed, manage the Head of Schoolʻs calendar, plan and schedule meetings, rescheduling as necessary, understand and become familiar with priorities.

Collaborative & Active Member of the Hālau Kū Māna Community – 5%

• Actively participate and promote use of the Hawaiian language.

• Participate in staff meetings, in-service sessions and other instructional training workshops as needed.

• Manage special projects as assigned.

• Embrace and uphold the responsibility of Hālau Kū Māna’s ʻAe Like and vision and mission; to Hoʻokumu (build grounding and foundation); Hoʻokele (forge direction and connections) and Hoʻomāna (provide sustenance and empowerment.

 

Job Requirements: (Education or experience required to perform this job.  An equivalent combination of education and experience may substitute for the requirements listed below)

• Associate’s degree in business or related field.

• Two (2) years of progressively responsible work experience in a general business work environment.

 

Preferred Requirements:  (Education and/or experience that would enhance the performance of this job)

• Bachelorʻs degree in business or related field.

• Two (2) years of progressively responsible work experience in a school or educational learning environment.

• Knowledge and/or commitment to Hawaiian language and culture.

Minimum Knowledge, Skills and Abilities Required: (Indicate critical, required knowledge, skills and abilities needed to perform the job duties; these should be directly related to the jobʻs core duties)

• Ability to use/operate standard office equipment and associated software applications such as word processing, spreadsheet, database, internet, social media, etc.

• Must be organized, able to solve problems independently and multi-task.  Must be deadline driven and respond to the School’s needs in a timely manner.

• Ability to communicate and work well with adults and children.

• Demonstrated organization, writing and verbal communication skills.

• Maturity to deal effectively and respectfully with situations that require tact and judgment.

• Exercise patience and common sense to thrive in a high paced work environment.

• Embrace and uphold the responsibility of Hālau Kū Mānaʻs ʻAe Like and vision and mission; to Hoʻokumu (build grounding and foundation), Hoʻokele (forge direction and connections) and Hoʻomāna (provide sustenance and empowerment).

Licenses, Certifications or Registrations Required: (List certifications, licenses required to perform the core
duties of this job)

• None

 

Licenses, Certifications or Registrations Preferred: (List certifications, licenses that would enhance the
performance of this job)

• Ability to obtain State of Hawaiʻi Bus Driver certification.

• CPR and AED trained.

 

Physical Requirements:

• Frequently sits, performs desk-based computer tasks, and grasps light or fine manipulation, talk, or hear.

• Occasionally stand and/or walk, write by hand, and lift and/or carry, push and/or pull objects that weigh up

• to 10 pounds.

• Rarely twist, bend, stoop, squat, kneel, crawl, climb, reach, or work above shoulder, or grasp forcefully.

• Able to participate in school wide cultural activities that may involve hiking and working in various ʻāina

• based locations.

Working Conditions:

• Work is typically conducted in an office environment and may require work to be conducted in

• non-standard workplaces.

• Occasional school wide cultural activities will occur outdoors.

• Work is typically conducted Monday through Friday at normal business hours.

• Attendance and participation in quarterly Lā ʻOhana days is required.