Office Manger

Job Summary

St. Perpetua School operates as a ministry of St. Perpetua Parish. Our mission focuses on nurturing each student in a safe environment rich in Catholic values and academic excellence. All employees are expected to be models of the Catholic faith in words and in actions. We prioritize the school-to-home partnership and expect open communication with families to help the success of each individual student.
Office Manager Position
The Office Manager serves as the central coordinator of school operations and administrative functions, ensuring the smooth and efficient day-to-day operation of the school office. This position supports students, families, faculty, and administration by maintaining school records, overseeing communications and office systems, coordinating school logistics, and promoting a safe and welcoming environment consistent with the mission and values of the school community.

Job Description / Essential Elements

Office Manager Responsibilities

Student Records and Attendance Management

Maintain and manage all school-related records, including student attendance, tardies, official transcripts, and cumulative files.

Ensure student records remain accurate, confidential, and compliant with school policies and applicable regulations.

Process and coordinate records requests for incoming students, transferring students, and graduating students in collaboration with other schools and institutions.

Oversee and monitor school attendance throughout the school day, including student arrivals, departures, early dismissals, visitors, and staff movement.

Office Operations and Administrative Support

Maintain and monitor office supply inventory to ensure sufficient availability of materials and resources.

Coordinate service requests and supply needs with Caltronics and other vendors as necessary.

Provide administrative support to the Principal, faculty, and staff as requested.

Maintain organized systems and procedures that promote efficient office operations and positive customer service.

School Programs and Event Coordination

Coordinate and distribute meal tickets for school hot lunch fundraising programs.

If applicable, manage daily hot lunch orders and communicate attendance or absence information to parent volunteers.

Serve as the primary point of contact for scheduling school activities including field trips, retreats, meetings, and use of shared facilities such as the community center.

Work with outside vendors for school uniforms and school spirit wear.

Coordinate professional school photography services and schedules.

Support eighth-grade graduation activities and special events, including:

Preparing diplomas

Coordinating student name announcements

Ordering flowers and event materials

Assisting with Memories Night and graduation logistics

Facilities, Safety, and Health Coordination

Partner with the Facilities Manager regarding facility maintenance, repairs, cleaning schedules, and campus safety concerns.

Assist with coordination of safety procedures and compliance requirements, including:

Fire inspections

Emergency preparedness measures

Scheduled fire and emergency drills in coordination with the Principal

Maintain the student medication binder and ensure proper procedures for administering prescription and non-prescription medication.

Assist students who become ill or injured during the school day and communicate with parents or guardians as needed.

Maintain accident reports and complete required documentation and reporting procedures.

Communications and Calendar Management

Maintain and regularly update the official school wall calendar in the office.

Collaborate with the parish staff to calendar events in the shared community spaces.

Ensure school events, deadlines, and activities are communicated accurately and in a timely manner.

Requirements / Qualifications

5 years experience working in the front office of a school
Organizational and multi-tasking expert
Positive attitude at all times
Team player - flexible and adaptive to change