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Office Manager - Charter High School Support Office

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  • deniceleong
    Office Manager Envision Schools Support Office The Office Manager for the Envision Schools Support Office plays an important role as the face of Envision
    Message 1 of 1 , Jun 30, 2008
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      Office Manager
      Envision Schools Support Office

      The Office Manager for the Envision Schools' Support Office plays an
      important role as the "face" of Envision Schools. This professional
      is seen as a key ally and problem solver for all internal and external
      stakeholders. This position reports to the Vice President of Human
      Resources and has extensive contact with the Executive Management team
      and Board Leadership. The Office Manager will be responsible for a
      wide range of activities including overseeing and maintaining the
      office, problem solving office-related issues, providing direct
      administrative and project management support to the Executive
      Management team and other senior managers, tracking and communicating
      key information across the organization, and coordinating and
      facilitating meetings and activities. A flexible, results-oriented
      team player with strong communication and technical skills is
      important. Envision Schools is seeking enthusiastic and dedicated
      candidates who are comfortable working in a fast-paced, growing
      organization and commitment to the non-profit/education sector required.

      MAJOR RESPONSIBILITIES:

      Administrative Support
      • Provide high-level administrative support to the Executive
      Management team (CEO's, COO, VPs of Instruction and Special Education)
      including: arranging meetings, managing schedules, making travel
      arrangements, produce documents as needed for presentations or
      meetings, and doing basic research and data analysis upon request.
      • Take meeting notes during Board, Leadership and Staff meetings,
      write notes and distribute to the Board Members, Leadership team,
      Support Office Staff, and school principals.
      • Create general correspondences, memos, charts, tables, graphs, etc.
      as required to support projects and initiatives.
      • Liaison with school site Office Managers where calendars and events
      overlap with the Support Office.
      • Complete and submit expense reports for Executive Management team.
      • Plan and schedule (food, drinks, locations, entertainment, etc.) for
      key meetings, special events and team retreats.

      Office Management
      • Manage all aspects of running the Support Office including phones,
      supplies, paperwork for vendors, mail, and faxes. Work with vendors
      to ensure equipment is serviced.
      • Assist with office organization, maintenance and alteration of
      office areas and equipment, as well as layout and arrangement of
      office facilities.
      • Create new office systems to increase efficiency and sharing of
      information across the organization.
      • Develop and maintain scheduling calendar for use of common spaces.
      • Oversee the organization and maintenance of the reception area and
      other areas visible to visitors to create an organized and welcoming
      environment.
      • Inventory main supplies weekly to ensure sufficient stock of basic
      supplies and place special orders as requested.
      • Develop and implement office policies and procedures ensuring good
      communication among all staff.
      • Oversee receipt and delivery of supplies to ensure orders are
      complete and materials are in good condition.
      • Maintain the organization of staff lists, vendor lists, and other
      contact information important to the function of the office.

      Board Liaison
      • Maintain Board documentation including agendas, resolutions and minutes.
      • Maintain up-to-date contact information for all Board Members.
      • Schedule Board meetings, maintain board calendar available to the
      public, order meals, ensure equipment is available as needed, etc.

      Special Education
      • Create and implement systems for successful implementation of
      Special Education/Intervention program.
      • Act as SELPA liaison for SEIS and monitor SEIS related to compliance.
      • Manage records and information including reporting and IEP records.
      • Assist with processing new employees, consultants, and volunteers;
      coordination of HR functions for Special Education staff at school sites.
      • Track and submit timesheets, expense reports, and invoices for
      Special Education staff.

      Other
      • Support Senior Managers with administrative projects, analysis and
      presentation preparation as time allows.
      • Conduct research, prepare reports, handle information requests for
      Executive Team which may include grant writing support, requests for
      information by school districts, consulting partners or foundations, etc.
      • Update and maintain Envision School website including posting and
      removal of job postings, contact information, and Staff and Board
      Biographies.
      • Other duties as needed.

      QUALIFICATIONS
      • A Bachelor's Degree and minimum of 5-8 years of experience as an
      office manager and/or high level administrative professional,
      preferably providing direct support to a firm's senior leadership.
      • Experience in the non-profit sector and/or a demonstrated interest
      in K-12 education is a plus.
      • Ability to work independently, support multiple senior managers, set
      own priorities, and handle several projects simultaneously.
      • Ability to coordinate and present information in a consistent,
      organized and accurate fashion.
      • Excellent computer skills including Microsoft Office (Word, Excel
      and PowerPoint) and Internet research skills. Experience maintaining
      websites is a plus.
      • Proven initiative and leadership in project management.
      • Ability to maintain confidentiality without exception.
      • Familiarity with Special Education is a plus.
      • Strong communication skills with excellent writing, grammar and
      spelling.
      • Willingness and flexibility to take on new responsibilities and
      support new initiates as they are identified.
      • Ability to lift 50 pounds.

      SALARY & BENEFITS
      Salary: Competitive.
      Benefits: Competitive with health, sick, and pension benefits.

      JOB CLASSIFICATIONS AND HOURS
      This is a full-time regular salaried position. Normal working hours
      are 9:00am to 5:00 pm; a flexible work arrangement is possible for
      high performers. Occasionally it is required to work additional or
      alternative hours in order to accomplish required tasks.

      HIRING PROCESS
      Please submit a cover letter and resume via email to
      jobs@... with the subject heading "Office
      Manager-Support Office". Envision Schools will invite selected
      candidates for interviews. Interviews will continue until the
      position is filled. Hiring is contingent upon successful completion
      of employment verification and hiring process.

      About Envision Schools:
      Envision Schools was founded as a 501(c)(3) charter school management
      organization in 2002 to bring high quality college preparatory
      education to communities with the greatest need. Although Envision
      Schools focuses on students who will be the first in their families to
      attend college, the organization's goal is to send all its students to
      college. Our schools are true communities marked by intentional
      diversity, rigorous academic discipline, and excellence at every
      level, where compassion and high expectations inspire and empower our
      students. Each Envision school is academically rigorous and
      integrates art and technology across the curriculum to instill the
      critical thinking, life experience and creative skills necessary for
      students to be successful in college and beyond. As such, Envision
      Schools is a model for public high schools everywhere. Today,
      Envision Schools operates four schools in the Bay Area – two in San
      Francisco, one in Oakland, and one in Hayward. Envision Schools has
      garnered over $10 million from the Bill & Melinda Gates Foundation, as
      well as substantial funds from the Charles & Helen Schwab Foundation,
      the Stuart Foundation, the James Irvine Foundation, and the California
      Department of Education amongst others.

      For More Information:
      Visit www.envisionschools.org, email jobs@..., or call
      415-348-9955.

      As an equal opportunity employer, we are committed to identifying and
      developing the skills and leadership of people from diverse
      backgrounds. We encourage all qualified candidates to apply.
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