Office Manager

The Growing Place Position Description
Position: Office Manager
Location: Growing Place Early Childhood Lab School, 1802 4th Street, Santa Monica, CA 90401
Status: Full-time, non-exempt
Reports to: Campus Director
Hours: Monday- Friday, 8:30 am-5:00 pm
Description of the Position
The Office Manager is responsible for providing all of the services necessary to carry out effective teaching, learning, observations, documentation, research, enrollment, marketing and communication within the Growing Place organization. The candidate is expected to collaborate with all constituents of the campus and overall organization. This position requires a candidate to be a critical thinker, reflective, communicative, flexible, inclusive, and professional; the candidate fulfills the Growing Place's mission, philosophy, and pedagogy.
Responsibilities and Duties
Promoting Effective Teaching and Learning
Work with Children
Support teachers with ill/late/absent children
Create a positive, trusting relationship with young children
Score Ages and Stages Questionnaires (ASQs)
Work with Families
Collaborate with Director, Program Coordinator, and Campus Manager to oversee and organize GP Friends Parent Committees
Liaison between parent volunteers, vendors, and teachers to ensure tasting lunches and hot lunches are organized and served once a month for 8 months
Support parents with scheduling committee meetings and needs
Contact families regarding their children when needed and appropriate (ex: a child is sick, need an attendance signature...etc)
Maintain attendance record keeping on a daily basis
Collaborate with administrators to onboard new families
Update and maintain Parent Square (online communication platform with enrolled parents)
Respond to family needs and requests in a timely manner
Work with Faculty and Staff
Respond to faculty and staff daily needs as they relate to the operation of the school
Collaborate with administrators to onboard new faculty and staff
Serve as the notetaker at All Staff Meetings and send out notes to all faculty and staff
Support with supervision when needed and appropriate
Support the Directors, Program Coordinator, and Business Manager for record keeping and marketing/communication for Annual Investment Campaign, Spring Fundraisers, Pitch-In Days, and other events
Support with Growing Place calendar and scheduling (ex: events, conferences...etc) Support Campus Director in coordinating and preparing interviews.
Support Campus Director, Program Coordinator, Educational Coordinating Team, and faculty regarding Professional Development Days and Educator Tours/Workshops/Internships
Collaborate with Campus Director to orient and oversee internships, observations, and student-teachers
Attend weekly and monthly meetings to organize and coordinate work (ex: Administrators, Directors...etc)
Overseeing Enrollment and Marketing
Collaborate with Campus Director to organize and coordinate prospective family tours and interviews
Schedule and communicate with prospective families for Parent Interviews and Classroom Observations (PICO)
Track, update, organize, coordinate prospective family applications and paperwork (ex: Curacubby - online enrollment platform and database)
Respond promptly to inquiries regarding the school
Collaborate with campus Director to track and send out acceptance and rejection letters for enrollment and tuition assistance
Oversee enrollment paperwork and share information with the appropriate faculty and staff
Support with the marketing and communication of the organization
Adhere to fiscal procedures handbook and partner with Business Manager regarding secure tuition deposits, fees and contracts
Ensuring Licensing, Accreditation Standards, and Qualifying for Insurance
Serve as a liaison with licensing to ensure that facilities and personnel paperwork are properly collected and maintained
Collaborate with Director(s), Program Coordinator, and faculty to collect, update, and maintain NAEYC accreditation yearly and every renewal period
Support with design, implementation, evaluation, compliance, and updates of emergency preparedness plans
Ensure that proper materials needed for emergency preparedness plans are available, accessible, and maintained
Serve as liaison with local law and emergency personnel
Maintaining School Environment and Facilities
Plan and ensure all outdoor and indoor spaces of the campus promote health and safety for children and adults
Conduct a walk through three times a year to keep a record of maintenance needs
Design a campus environment that promotes teaching, learning, development of strong and trusting relationships, beauty, richness, connection to the natural world and the context of the school
Support the Educational Coordinating Team, faculty, and staff to select materials for the school
Serve as the liaison with any janitorial, garbage, maintenance, district companies/organizations to schedule regular cleaning, upkeep, and maintenance
Create effective emergency preparedness plans
Maintain safe and strong security system for the campus
Coordinate and oversee Pitch-In Days
Ensure office supplies are available, organized, and sufficient
Purchase, organize, and update supplies for first aid, sanitation, food service, site maintenance and office as needed and approved by Directors
Support with the stewardship of resources and ensure healthy overall fiscal budget
Partner with Faculty, Staff, and Families to advance fundraising initiatives and goals
Ensure Effective Center Communication and Records
Collaborate with Directors and Program Coordinators to create classroom binders
Keep an updated Resource Book for the schools' resources, vendors and other necessary contacts, including basic information such as regular fees, username/passwords, etc.
Serve as point person for incoming and outgoing mail and package deliveries
Maintain and update daily attendance; ensure late fees are appropriately charged through Business Manager
Maintain, and update all relevant campus Google Calendars
Serve as the point person for phone calls and relay information to appropriate parties in a timely manner
Utilize technological tools to create effective work and collaboration (ex: Asana, Google...etc)
Collaborate with Campus Director, Educational Coordinating Team, and faculty to maintain the inventory and ordering of school materials (ex: orders over $300 require Campus Director approval)
Maintain Check Log in a timely manner, ensuring checks are logged at least twice a month if not more frequent
Ensure all bills are paid and mailed once a week; scan bills weekly to Business Manager
Building Deeper Community Partnerships
Convey a welcoming, friendly, and positive image with all faculty, staff, families, and visitors
Partner with organizations to support Tuition Assistance, such as Connections for Children, SMCCTF, etc.
Build relationships with local organizations and agencies (ex: SMMUSD schools, law enforcement, code enforcement...etc)
Requirements
Minimum Qualifications/Requirements
Skills
A Bachelor's Degree or higher (12 ECE units preferred)
2 years of experience working with children and families in a licensed childcare program or school; an NAEYC-accredited childcare center preferred
Must meet the requirements of the California Department of Social Services (licensing), including an updated TB status, CPR certification, and fingerprint clearance
Competencies
Values parents as important partners in the work of the school
Demonstrates discretion in communication with various constituents within and outside our community
Values accuracy, competency, and attention to detail
Pays attention to the many ways that children make meaning of the world
Collaborates with children and adults in positive ways
Exhibits a positive, team player spirit
Has a keen interest and curiosity about the nature of learning and teaching
Finds joy in working with children and adults
Approaches teaching as a life-long learner
Embraces reflection as a tool for growth and learning
Demonstrates commitment to diversity, inclusion, and equity
Seeks out resources to continually improve one's practice
Values learning from mistakes
Establishes professional boundaries with children, parents, and colleagues
Demonstrates professionalism in dress, attitude, communication, and punctuality
Shows and values integrity for oneself and others
Provides value add to the organization beyond the job position
Demonstrates strong writing and communication skills
Working Conditions
Standing and sitting in indoor and outdoor environments designed for children ages 2.5 to 5
Ability to move rapidly from a sitting to standing position, and to be able to get down and up off the ground as needed
Ability to push, pull, or lift up to 50lbs
Working in all weather conditions
Requires developmentally normal hearing abilities and visual acuity
Requires strong communication skills with children, families, faculty, and staff
Salary Description
$25-27/hour