Golestan is seeking a dynamic and organized Office Manager to join our administrative team. As the Office Manager, you will be responsible for ensuring the efficient operation of the school’s administrative office and providing support to faculty, staff, students, and families. This role offers an exciting opportunity to contribute to the smooth functioning of a small, close-knit independent school community.

Key Responsibilities:

1. Administrative Support: Provide administrative support to the school’s leadership team, faculty, and staff, including managing correspondence, scheduling appointments, and coordinating staff meetings. Manage the full-cycle recruitment process, including posting job listings, sourcing candidates , screening applicants and coordination of the interview process with identified hiring committees. Facilitate a comprehensive onboarding and orientation process for new hires, to ensure a smooth transition into their roles and integration into the school community.

2. Front Desk Operations: Serve as the primary point of contact for visitors, parents, and students. Manage door bells, greet guests, answer the phone, and respond to inquiries in a professional and courteous manner. Maintain and digitize the visitor log.

3. Staffing: Coordinate with teachers/staff and review the master schedule in order to manage substitute requests, including requests outside of office hours. Secure substitutes as needed across all programs. Update PTO and time off schedules on Google Calendar. Review payroll records for accuracy of schedules and overtime.

4. Records Management: Maintain accurate student records, including enrollment documentation, attendance records, health forms, and academic transcripts. Ensure compliance with state and federal regulations regarding student and staff records.

5. Attendance Monitoring: Monitor student attendance and coordinate with faculty and parents to address any attendance-related issues. Generate reports as needed for administrative purposes. Manage extended care schedule changes on a contracted/drop-in basis.

6. Financial Administration: Assist with financial administration tasks, including processing tuition/deposit payments, addressing billing inquiries, process reimbursement requests and maintaining financial records. Work closely with the Director of Finance to ensure accuracy and compliance. Bank signer for all accounts payable and receivable transactions.

7. Events Coordination: Collaborate with the Operations Coordinator and School Director with the coordination of school events and activities, including parent-teacher conferences, school assemblies, and community events. Help with logistics, communications, and on-site support as needed.

8. Coordination of Gifts and Meals: Coordinate the selection, purchasing, and distribution of gifts for staff, donors, volunteers, guest teachers and community members in need of support (newborn baby, illness, etc); including but not limited to the yearbook and the end of year/holiday gift. Maintain a schedule for recognizing birthdays and other significant events. Ensure that gifts, meals and recognitions are delivered timely and appropriately to foster a sense of appreciation within the school community.

9. Ordering and Inventory Management: Oversee the ordering of office supplies and other essential items with the Director of Facilities and Director of School. Maintain an inventory of supplies and ensure that stock levels are adequate to meet the needs of the school.

10. Preschool Licensing Compliance: Manage compliance with licensing regulations for preschool operations. Assist in documentation and record-keeping required for licensing inspections and audits. Collaborate with Operations Coordinator and preschool staff to ensure adherence to licensing standards and requirements.

Qualifications:

• Bachelor’s degree preferred; relevant work experience may be substituted for educational requirements.
• Previous experience in office administration, preferably in an educational or non-profit setting.
• Strong organizational and time management skills with the ability to prioritize tasks and meet deadlines.
• Excellent interpersonal and communication skills, both written and verbal.
• Proficiency in GSuite and Google Workspace.
• Attention to detail and accuracy in data entry and record-keeping.
• Ability to maintain confidentiality and exercise discretion in handling sensitive information.
• Flexibility to adapt to changing priorities and work effectively in a fast-paced environment.
• Commitment to the mission and values of Golestan.

Benefits:
Golestan isn’t just a job, it’s a way of life! All staff enjoy the benefits of working in a kind, loving, and respectful environment, in addition to family style meals prepared by our chef. Golestan provides fully covered health insurance for full time staff, dental insurance, 403b retirement plan, and delicious treats in our beautiful staffroom.

Please email resume and cover letter to jobs@golestankids.com for immediate consideration.