Calvary Chapel Costa Mesa (CCCM) is a Christ-centered ministry, led by the Holy Spirit. The ministry began with the church located in Costa Mesa, CA and has flourished and expanded into a multifaceted ministry which includes Christian Schools, Christian Conference Centers, a Bible College, a School of Worship, Christian Radio Stations, Christian radio programs, Christian book distribution, and Christian bookstores.
Calvary Chapel Schools was established to meet the educational, social, and spiritual needs of the children of Calvary Chapel of Costa Mesa, pastored by Pastor Brian Brodersen. CCS is a ministry of CCCM, building up Christian leaders in mind, body, and soul through Biblical truth, character development, and strong academic pursuits, enabling students to serve and enjoy Christ and their community.
Position Purpose / Summary
The High School Office Manager provides assistance to the Teachers, Parents, Students and Administration of CC Schools. To maintain an efficient, welcoming, warm, and effective office atmosphere as our school builds tomorrows Christian leaders. Work is performed under the supervision of the High School Principal. The ideal candidate will be a minister of the Gospel in this position and will have a strong relationship with Jesus Christ. They will be an example to the staff, students, and parents.
Responsibilities / Duties / Functions / Tasks
Essential functions of the job may include but are not limited to the following:
- Agree with and live out the vision and values of CCCM and Calvary Chapel Schools as outlined in the Statement of Faith (www.cccm.com) and school website (https://www.calvaryschools.org).
- Be an example to those with whom you come in contact and with whom you serve by exuding the love of Christ.
- Understand that it is a privilege to serve the Lord in vocational ministry and that those who serve God on staff at CCCM are expected to embrace a high biblical, Christ-like standard of conduct and lifestyle, both public and personal
- Create and maintain Superintendent and high school administration appointment calendars
- Lead resource person for administrative staff helping with various projects including staff development and accreditation tracking
- Liaise between administration and school staff
- Liaise classroom usage between CC Schools and church
- Liaise between church and CC Schools
- Liaise between facilities and CC Schools
- Maintain Facilities calendar (Planning Center) for Main Campus (church and schools)
- Interface with church activities and ministries for facility calendar.
- Submit maintenance requests in Aramark ticket system
- Schedule applicant (student and staff) interviews
- Communicate to administration and staff important dates in a monthly calendar
- Maintain phone auto attendant (CTS) and submit phone service requests/repairs to Logos Management
- Keep high school and kitchen staff attendance records and approve timecards for hourly high school and kitchen staff in Paycom
- Maintain student files-drop & add students
- Correspond and record student suspensions and expulsions
- Facilitate admissions for new students
- Update substitute list
- Process new substitute applications, arrange interviews and observations; take sick calls from teachers, provide keys and support for daily subs in order to maintain staff coverage for all classes.
- Edit and distribute Back to School printed programs
- Maintain SIS (FACTS) calendar of events and daily schedules for parents and post lunch menu
- Order and host various school staff lunches or meetings requiring food
- Maintain teacher/staff mailboxes
- Prepare staff back to school summer communication
- Attend all meetings and training as designated by the administration
- Arrange service for office machines when necessary and order/maintain supplies
- Manage office staff personnel to ensure functions of the office are being coordinated and that all needs are being met and task for special projects
- Coordinate Advanced Placement Testing: rooms, payments, ordering, and proctors. Set up test room daily during testing. Receive and ship all materials
- Update electronic scrolling board on high school building
- File Private School Affidavit
- Assign staff lodging at staff retreat for all schools and coordinate check in at Conference Center
- Create and distribute master yearly calendar to staff, church and ministries
- Manage occasional purchase orders, file and copy invoices to school accounting office
Requirements / Qualifications / Education
- Operate standard office equipment including utilizing pertinent software applications
- Plan and manage projects and prepare and maintain accurate records
- Knowledgeable in business telephone etiquette
- Concepts of grammar and punctuation
- Ability to schedule a number of activities, meetings, and/or events
- Gather, collate, and/or classify data
- Flexibility to work independently and with others in a wide variety of circumstances
- Communicate with diverse groups; maintain confidentiality
- Meet deadlines and schedules; work with constant interruptions; set priorities
- Ability to establish and maintain effective and warm working relationship with teachers, parents, students and Administrators
- Ability to communicate effectively orally and in writing
- Adhere to the Calvary Chapel Schools Staff Handbook
- Must have the proven ability to report to work on a regular and punctual basis.
- Perform all other related work delegated or required to accomplish the objectives of the school program.
- Knowledge and implementation of relevant technology
- Previous office manager experience preferred
- Knowledge of SIS (FACTS) Management system preferred
While performing the duties of this job, the employee is regularly required to talk, see or hear. The employee frequently is required to sit; stand; walk; use hands to finger, handle or feel; and reach with hands and arms. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.