Front Office Manager

Esperanza Academy
Lawrence, MA United States

Esperanza Academy seeks a detail-oriented, flexible, and positive professional with experience working in a school office environment or similar. This person will provide administrative support to the school principal, faculty, and staff to maintain the smooth operation of Esperanza Academy’s main office. The position requires creating a welcoming and inclusive atmosphere for school staff, students, families, and community partners. This role requires one to establish and maintain cooperative and effective working relationships with others and collaborate with administrators, faculty, staff, students, parents, and the public. The successful candidate will handle multiple priorities, remain flexible and courteous, demonstrate careful attention to detail, take initiative, maintain regular attendance, and be punctual and dependable. The ideal candidate has strong interpersonal skills, works well on a team, can be self-directed, and communicates effectively in writing.

ABOUT ESPERANZA: At Esperanza Academy, we are fortunate to serve our students, their families, and the community of Lawrence. We are a tuition-free independent middle school with a 12-year commitment to our students because we believe that everyone deserves the right to high-quality independent school education. Our school is a revolutionary antidote to racism; we, as an academic community, emphasize racial and cultural identity affirmation, love of community, and restorative justice. By creating a culture of achievement in which academic success and self-discovery are paramount, we protect and nurture the innate confidence that each of our girls possesses.

The school day is from 7:30  – 5:00 pm. The Front Office Manager’s typical work day is 7:30 am – 4:00 pm, Monday through Friday.

RESPONSIBILITIES: 

Administrative Support for the Office of the Principal: Provide administrative assistance to the principal’s office, including scheduling appointments, handling correspondence, and supporting the principal’s office in various administrative tasks.

Student Records: Manage and organize student records, including enrollment, attendance, and academic records. Ensure compliance with privacy regulations.

Communication with Parents: Facilitate communication between the school and parents. Coordinate parent-teacher meetings, disseminate important information, and address inquiries. Actively support communication and meetings with Cafecitos, our parent organization, and Cafe con Esperanza (drop-in informal chats for families with principals and staff), fostering an environment of trust and collaboration between families and the school. Manage the Cafecitos funds/petty cash in partnership with the Cafecitos Treasurer.

School Events: Plan and coordinate school events, such as parent-teacher conferences, school assemblies, and open houses. Manage logistics and resources for these events.

Facilities Coordination: Oversee the maintenance of school facilities, including classrooms, common areas, and outdoor spaces. Coordinate with maintenance staff for repairs and improvements.

Attendance Tracking: Monitor student attendance and work with teachers to address any attendance-related issues.

Restorative Justice Practices and Participation: Engage wholeheartedly in the school’s restorative justice initiatives, actively participating in circles and monthly pods to support Esperanza’s culture of empathy, understanding, and collaboration within the school community.

Budget Management: Manage the budget for the school office, including expenses for supplies, equipment, and office operations. Ensure financial compliance with school policies.

Enrollment Assistance: Assist with student enrollment processes, including handling inquiries from prospective students and parents, processing applications, and maintaining enrollment records.

Emergency Procedures: Be familiar with and implement emergency procedures in coordination with school leadership. This may include evacuation plans and communication protocols.

Technology Support: Support Google Groups, ensuring smooth communication for students and parents via the Remind app. Proficiently manage Google groups and related apps to optimize family engagement. Maintain Student Information Systems (SIS).

Policy Adherence: Ensure that school policies and procedures are followed within the office. Provide guidance to staff members on policy-related matters. Maintain the confidentiality of sensitive and personal information.

QUALIFICATIONS:

  • Demonstrated success in facilities coordination in previous roles
  • Proficient and efficient communication abilities across written, verbal, and interpersonal channels with a diverse range of stakeholders.
  • Proficiency in English and Spanish, enabling seamless communication and collaboration in a bilingual environment
  • Advanced proficiency in utilizing office technology, including Google Suite and Microsoft Office, ensuring a smooth and efficient workflow

EDUCATION/EXPERIENCE: Any combination equivalent to graduation from high school supplemented by additional training in office organization and secretarial skills. Three years of experience in increasingly responsible administrative experience.

PHYSICAL DEMANDS: The employee must occasionally lift and/or move up to 25 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

COMPENSATION: Salary will be competitive and commensurate with experience.  Esperanza Academy offers an attractive benefits package including 403(b), medical, dental, life, and disability insurance, and a comprehensive professional development program. Breakfast, lunch, and a snack are provided by our executive chef.

Non-Discrimination Policy: Esperanza is committed to a diverse and inclusive community with respect to race, national origin, religion, gender, sexual orientation, family status, economic circumstance, age, and physical disability in its student body, faculty, and staff. Esperanza Academy does not discriminate on the basis of race, color, national and ethnic origin in the administration of its educational policies, admission policies, and athletic and other school-administered programs. Esperanza Academy is an Equal Opportunity Employer.

Contact Information

TO APPLY: Please send a cover letter specifically detailing your qualifications for the position, a resume, and contact information for three professional references to Jadi Taveras, Head of School, at employment@esperanzaacademy.org.

Esperanza will only accept applications from individuals currently authorized to work in the U.S.

Featured