SEEQS Office Manager

The SEEQS Office Manager maintains and implements the structures and systems that underlie a welcoming and high-functioning school community.
Outcomes:
  • Families and students have a consistent and friendly point of contact to help them access information needed about their student’s school experience.
  • School staff, community partners, and organizations have access to up-to-date and accurate information that enables them to work effectively and efficiently with and within SEEQS.
  • Students and student information are accounted for both physically and digitally at all times. 

Competencies

Every SEEQS community member will be an adult who:
  • Loves working with and being mentors for young people
  • Collaborates effectively with others
  • Is a self-reflective, lifelong learner
  • Is flexible and open to feedback, adjustments, and improvements
  • Has an excellent sense of humor
  • Uses technology proficiently
  • Is committed to implementing sustainable practices and philosophy
 
The SEEQS Office Manager will be an individual who:
  • Enjoys working with tweens, families, and community members and earns trust and maintains confidences
  • Is responsible, reliable, and punctual
  • Is able to produce significant outcome with minimal waste of effort
  • Possesses a strong willingness to work hard
  • Is able to work and stay calm under pressure
  • Exhibits strong organizational skills, habits, and attention to detail
  • Communicates positively, clearly, and effectively, verbally and in writing, with a variety of audiences
  • Works effectively in multiple roles: independently, as a partner, and as part of a team
  • Maintains an enthusiastic and proactive approach to solving problems and challenges

Qualifications

Minimum:
  • Prior experience working in schools and/or non-profit organizations
  • Bachelor’s degree or equivalent certifications in a related field
  • Demonstrates strong computer literacy skills (email, word processing, spreadsheets, web-based platforms, etc) and computational skills.
Preferred:
  • Familiarity with Google-based documents and email, and social media platforms
  • Knowledge of charter school management in Hawaii
  • Ability to learn the budgeting process, laws, rules, procedures, and programs specifically related to the operation of a Hawaii charter school

Goals & Responsibilities

General Office/Reception All who interface with the office are provided a welcoming, friendly, and informative point of contact during the school day. 
  • Assist with office projects and daily operations to support the school’s mission, goals, philosophy and vision
  • Answer phones / greet and provide support to family members, students, teachers
  • Maintain relationships with other schools and external partners
  • Maintain website and school calendars
  • Co-manage and maintain all school digital systems
  • Receive payments and manage intake and tracking of fees
  • Process internal purchase requests, work orders, and similar requests
  • Serve as primary point of contact for communications with the school (including mail, email, internal paperwork, etc)
  • Prepare and distribute weekly communication to current families
Daily Attendance Each day 100% of students are accounted for and documented in the school’s attendance platform.
  • Manage daily attendance systems and maintain accurate records in student information systems
  • Train staff on attendance procedures
  • Manage accuracy of daily attendance systems
  • Communicate daily with families and staff about absences
  • Collaborate with counselor and leadership team regarding attendance records, tracking, supporting, and reporting
Enrollment Enrollment goals are met and maintained to ensure a full student body.
  • Maintain oversight of school enrollment process, as designated registrar
  • Manage enrollment processes for prospective and incoming students
  • Manage withdrawal processes for current students
  • Develop and ensure implementation of student recruitment processes
Medical Concerns All students are provided with basic first-aid services, as needed.
  • Respond to student injuries/illnesses and provide first aid (Health Aide)
  • Maintain student health records
Student Records At any given time, 100% of student information is accounted for and secured.
  • Manage attendance and student records
  • Serve as school’s McKinney-Vento Act (MVA) designee
  • Properly document and maintain confidential information
Event Coordination School-wide events are scheduled well in advance and effectively communicated.
  • Coordinate and communicate school picture days
  • Coordinate and communicate field trip transportation
  • Support the coordination of all campus events, including attending them
Meal Tracking All students have daily access to the school’s meal service and student meal qualification is regularly updated throughout the school year. 
  • Work with Technology Coordinator in implementation of school’s student meal tracking system
  • Collect and track annual income surveys to determine student meal qualification
  • Train staff on use of meal tracking tool
  • Ensure daily student meal tracking during lunch service in cafeteria
Other
  • Provide overall administrative support for the School Leader and Director of Operations
  • Assist in special projects such as preparation for Board Meetings, enrollment events, school exhibitions, and fundraising efforts
  • Maintain gear and merchandise inventory
  • Other duties as assigned

How to Apply

First, read our website thoroughly so you understand our mission, philosophy, and values. 
Then prepare and submit the following:
  1. Resume stating your qualifications and relevant experience (max 2 pgs)
  2. Statement of interest that answers the question “Why are you an excellent candidate for our school?”  Limit your response to no more than one page, single-spaced, 12 pt. font, with one inch margins.
Submit these items via email, as attachments (in user-friendly formats), to employment@seeqs.org. Please include "Office Manager position" in the subject line.

Hiring Process

  1. SEEQS will review submitted materials and schedule telephone interviews with select candidates.
  2. Candidates invited for a second interview with the SEEQS team will be asked to perform "in the moment" writing and other tasks. Candidates must provide three to five references from supervisors, colleagues, and/or employees: letters and/or contact information. 

Applications will be accepted on a ongoing basis until the position is filled. Final candidates will be expected to complete an employment application and provide college or university transcripts. Hiring is contingent upon successful completion of employment verification, background check, and fingerprinting.

Pay rate is commensurate with experience and qualifications and subject to HGEA Salary Ranges; benefits will be available.​

Physical Demands of the Position

​Sit, stand, bend, stoop, reach above the shoulders, walk short distances, climb stairs, listen effectively, speak clearly, and visually observe staff and students on a routine basis.
Accommodations may be made to enable individuals with disabilities to perform the essential functions.