Upper School Manager of Administrative Operations
New Roads School - Santa Monica, CA
JOB SUMMARY

Job Title: Upper School Manager of Administrative Operations

Job Status: Full-time, Exempt

Reports to: Upper School Director

 

New Roads School provides an inspired college preparatory program from which an authentically diverse student population, mirroring the rich diversity of Los Angeles, develops a personal dedication to learning, a respect for independent thinking, an expanding curiosity about the world and its people, and a commitment to the common good.

 

POSITION SUMMARY

The Upper School Manager of Operations reports directly to the Upper School Director and provides administrative support for the Upper School Director and is responsible for organizing, implementing, and managing systems for the overall daily operations of the Upper School The Upper School Manager of Operations also serves as the point of contact for the Upper School community (including parents, students, faculty, staff, and the public), while communicating the spirit and values of New Roads School.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES

 

  • Provide administrative support to the Upper School Director
  • In collaboration with the Upper School Director, edit correspondence, emails, presentations, speeches, and documents as needed (including Curriculum Guide, Personnel Handbook, Student/Parent Handbook, and school policies)
  • Run semester/mid-semester grade reports; create academic warning letters for approval by the Upper School Director
  • Organize and attend Upper School faculty and administration meetings, including: agendas, minutes, and food; ensure follow-up when appropriate
  • Assist the Upper School Director and Deans in preparing reports as needed
  • Manage the attendance process and reporting, including sick days and personal days and reporting any delayed absence reporting to the Director of Human Resources
  • Manage and serve as the Time Off representative for Upper School faculty/staff; approving, declining or adjusting such requests
  • Oversee the coordination of the Upper School hiring process, maintain and distribute resumes, schedule candidate visits, communicate with candidates, and notifying the Director of Human Resources for required onboarding
  • Work with the Upper School Director on the creation and oversight of the the annual budget; manage and keep records of reimbursement receipts and personnel action forms for Upper School
  • Perform other duties as directed by the Upper School Director
  • Act as the point of contact for the Upper School community (including parents, students, faculty, staff, and the public)
  • Act as the liaison for the Upper School Director and campus administration, including: coordinating appointments/calendar for the Upper School Director while anticipating and resolving scheduling conflicts; gathering pertinent information for follow-up discussions with the students, parents, faculty/staff; managing division reports
  • Serve as the backup for the Upper School Receptionist (answering phones, issuing student late slips, tracking attendance and greeting Upper School visitors)
  • Communicate and explain New Roads policies and procedures related to school functions and programs to students, parents, faculty/staff through email, telephone and in-person correspondence
  • Manage Upper School faculty substitutes: serve as point of contact for faculty class coverage and arrange for lesson plans and rosters for substitute; arrange for internal subbing when possible; contract with 'outside' subs when needed; manage payment requests for substitutes
  • Ensure office/general school supplies for Upper School faculty/staff are stocked
  • Coordinate book lists with faculty and manage Upper School student books for online ordering and book buyback
  • Manage and maintain student files, including all required annual forms and immunizations
  • Organize student lunch distribution with vendors
  • Create academic planning materials and folders for Upper School Deans and Upper School Director; manage parent correspondence regarding planning meetings
  • Prepare and manage Summer Mailings for Upper School families; track and ensure Upper School student forms are collected and immunizations have been submitted before the start of the school year
  • Serve as a member of the Emergency Response Team
  • Serve as a liaison to the security team
  • Manage the Upper School calendar, paying particular attention to its pacing and resolving potential conflicts
  • Anticipate and execute coordination for annual and monthly Upper School events, meetings, etc
  • Work with the Assistant Director Campus Operations to secure the use of Upper School classrooms and space for Upper School events and activities Review all Upper School activities on a weekly basis; organize event facilities requests; prioritize and resolve any conflicts
  • Communicate events and meetings to Upper School faculty on a weekly basis
  • Oversee the scheduling of field trips and class trips, including (but not limited to): vendor contracts, faculty assignments/chaperones, substitute coordination, student trip form tracking, transportation, daily accommodations, facilities requests, permission slips, and catering
  • Coordinate/Organize Senior Graduation (review vendor contracts for accuracy, process payments, create dates of importance for senior reminders, rehearsal, cap & gown measurements, ceremony/reception setup, catering, volunteers, printed materials, invitations, all inquiries, correspondence, reminders, and create/track Senior sign off forms for diplomas)
  • Coordinate faculty retreats, professional development days and travel itineraries (including schedules, catering, transportation, facility requests)
  • Coordinate Student Orientations
  • Coordinate details of Upper School events, including: invitations, catering, volunteers, facility reservations and setups, and rental of supplies Examples include, but are not limited to: New Parent Reception, town halls, in-service days, parent/teacher conferences, and Back to School Night
  • Coordinate/Organize Junior/Senior Prom (review vendor contracts for accuracy, process payments, catering, decorations, invitations, ticket payments, guest list and chaperones)
  • Perform other duties as directed by the Upper School Director

 

QUALIFICATIONS

QUALIFICATIONS

 

  • Bachelors degree and 3+ years of general administrative experience in independent schools preferred
  • Highly skilled in MS Office and Google suites
  • Excellent relationship building and communication skills
  • Attention to detail, organizational skills and ability to quickly prioritize and process a high volume of work
  • Availability for occasional night and weekend work
  • Maintains a generosity of spirit toward colleagues, assuming best intentions
  • Proactive, continually looking for ways to avert problems and improve systems
  • Always approaches challenges with a problem solving, forward thinking, mindset asks for help
  • Maintains calm demeanor in the midst of challenges
  • Demonstrate trustworthiness in dealing with confidential matters
  • Demonstrates a collaborative work style leading to effective decision making
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PHYSICAL REQUIREMENTS / WORK ENVIRONMENT

  • Occasionally bend, stoop, and squat
  • May work at a desk and computer for extended periods of time
  • Be able to occasionally lift up to 30 lbs

 

HOW TO APPLY: Interested candidates should complete New Roads' online application, upload cover letter and resume.

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