Title: Tulsa Legacy Charter School Office Manager

Reports to: Director of Operations

Role Type: school-site, non-instructional support, full-time role with benefits

VISION

Vision for Position: The Office Manager (OM)

The Office Manager is a site-level Legacy Builder who serves to help manage all the non-instructional functions and services of the school, so that the instructional team can maintain a concentrated focus on teaching and scholar achievement, and maximize instructional time. As an integral part of the office team, the OM ensures that the school is managed with operational excellence, by refining, implementing, and supporting policies and systems while upholding the values of Tulsa Legacy Charter School.

Vision for Team: Office Team

The Tulsa Legacy Office team strives to create and maintain a culture of operational excellence and well-rounded support for teachers, administrators, scholars, and families. This operational excellence is experienced through a clean, peaceful, and inviting office environment. Scholars, families, teachers, and administrators who interact with office team members will experience service that is pleasant, welcoming, and productive.

The office team is comprised of: Primary Academy Office Manager, Upper Academy Office Manager, District Nurse, Director of Operations, and the Director of Family & Community Partnerships. Members of the Office Team work closely with the Director of Data, Director of Scholar Support Services, Primary Academy Principal, Primary Academy Counselor, Upper Academy Principal, and Upper Academy Counselor.

ESSENTIAL FUNCTIONS

Systems Implementation

• Implement school-wide non-instructional systems and procedures. Daily systems with the most proximity to the OM position include: phone calls to the main office, visitor sign in, family communication, attendance, tardies, meal count submissions, early sign outs, and transportation changes. Seasonal systems include: recruitment, compliance, purchasing, and school operations projects.

  
  

Compliance

• Ensure that all fire, security, and safety regulations and procedures are implemented as required.

• Capture and organize key school data with reliability and accuracy, for the creation and completion of various compliance reports throughout the year. As a public charter school, we are responsible for compliance reporting to parties such as: Tulsa Public Schools, the Oklahoma State Dept of Education, as well as non-profit organizations we partner with, or receive grants from.

  
  

School-Level Student Information

• Update and maintain accurate scholar records, and scholar data in the designated student information system (SIS).

• Ensure that transportation needs of scholars are met by managing daily transportation modes and changes. Solicit and summarize transportation feedback from families, and advocate for families’ transportation needs to school administrators and transportation partners.

• Manage teacher and administrator stationery inventory, support with teacher and administrator instructional budget purchasing and inventory as needed, support with curriculum inventory.

  
  

Project Management (lead with one or more of the following– )

• Human Resource Associate: serve as a human resource administrator as it relates to employee information, background checks, employment certifications, benefits, and hiring functions

• Website Manager: design, update, and maintain the district’s website

• Marketing and social media management: develop and create marketing materials aligned with Tulsa Legacy’s branding identity, maintain an active social media presence

• Technology Coordinator: manage scholar and staff technology inventory, chromebook repair processes, and district-wide initiatives such as hotspot sign out

• Other projects or needs may be identified by the Director of Operations, Director of Data, or Executive Director

  
  

Culture of Achievement and Respect

• Communicate respectfully and thoughtfully with parent/guardians, while remaining sensitive to different families’ cultures, values, and needs

• Work closely with school leadership teams to implement the school and district’s mission and initiatives

• Assist in creating a school culture with staff, families, and scholars, that is focused on equity, respect, arts-infusion, and high expectations for behavior and academic achievement.

• Ensure staff members understand and use existing procedures, follow existing staff procedures, and have the resources to operate effectively and efficiently.

  
  

Professionalism

• Collaborate with colleagues to continuously improve personal practice and achieve overall goals and mission of the school and district

• Access meaningful learning experiences, such as professional development that aligns with district, and/or personal professional growth

• Listen thoughtfully to other viewpoints

• Reflect critically upon operational systems and respond constructively to suggestions and criticisms

• Fulfill all outlined and related functions professionally and thoroughly, as well as other duties as assigned

SKILLS AND REQUIREMENTS

Education and Experience

• Minimum 2 years of professional experience required, at least 4 years preferred

• Minimum 1 year of prior school, education, or relevant office management experience, at least 2 years preferred

• Experience juggling multiple competing priorities, or working in a highly fast-paced environment

• Experience with payroll and accounting systems preferred

• Bilingual (Spanish) preferred

  
  

Core Competencies

• Detail orientated

• High Organized

• Problem solver

• Team player

• Self-sufficient

• Results-oriented

• Driven

• Relationship builder

• Constant learner

  
  

Knowledge and Skills

• High tolerance for ambiguity, changing work priorities and deadlines, and a willingness to take on responsibilities and to priorities work on multiple simultaneous projects

• Ability to communicate and interact effectively with multiple constituencies, including scholars, families, teachers, and administrators

• Strong customer service orientation

• Highly proficient in Gmail, Google Drive, Google Sheets or Microsoft Excel, Google Slides or Microsoft Powerpoint

• Professional written and verbal communication skills

• Demonstrated initiative, leadership, and tenacity

• Commitment to Tulsa Legacy’s mission and vision