Office Manager Job at BelovED Community & Empowerment Academy Charter Schools, Jersey City, NJ

  • BelovED Community & Empowerment Academy Charter Schools
  • Jersey City, NJ

Job Description

The academy office manager manages a key set of administrative processes for an assigned academy and provides administrative support for the academy deans. This person adds value to all departments and families by increasing efficiency, improving communication, and executing work with excellence. Click here to see the Office Manager Position Focus for a full description of responsibilities and desired skills and experience.

Major Areas of Responsibility

Provide admin support for Deans and Registrar.

Includes filing, writing letters/emails

Coordinate team of temps/part time staff to provide support for mailings, data entry,
phone calling, etc. as needed

School Communications

Communicate with key constituencies as assigned. This includes sending out alerts, writing news stories and/or posting news stories written by others, and supporting other administrators in achieving their communication goals.

Develop an annual communication calendar for communications with families

Coordinate alerts and announcements to families so that they are not overloaded. Try to group communications as much possible.

Master school communications platforms including school messenger, school presence (website), and Dean’s List.

Supply Ordering

Maintain an inventory of toner cartridges for printers and copiers in the Office Manager’s Academy and reorders through the business office as needed.

Maintain a supply closet with standard office supplies for use by deans and office staff

Make sure that the school has a regular supply of paper.

Makes sure that copiers are filled with paper twice a day so that teachers aren’t
bogged down with this.

Textbook & Supply Distribution/Collection

Tracks projected shipping and delivery dates of ordered textbooks.

When textbooks and materials arrive, does an inventory of all to make sure that the school receives what it ordered

Coordinates distribution of textbooks to teachers

Track and collect fines for lost or unreturned textbooks.

Manage Front Office

Keep it orderly

Make sure that commonly requested forms and materials are organized and readily available

Make sure that filing is well organized and completed in a timely fashion

Maintain an archive system for past years files

Make sure that confidential and sensitive communications are shredded. Manage the relationship with the document shredding company and call as needed.

Answer phones/check voicemail/check faxes/check Main Office email/check mail and sort into mailboxes

Develop answers for common parent and student questions in consultation with Deans. Provide information or resources as appropriate.

Develop answers for common staff questions in consultation with Deans. Provide info or resources as appropriate.

Update front office bulletin board and TV to maintain warm, welcoming, and informative office environment

Manage a set of loaner Chromebooks for students who need to check one out

Track and collect fines for damaged Chromebooks

Student File Management

Maintain and keep up to date all student files

Manage PowerSchool updates to demographic info as needed

Handle all transcript requests/report card requests

Provide administrative support to registrar with updating records

Special Events

Manage Academy events calendar and maintain schedule for special events in reservable space in academy building.

Record events on a shared calendar and promote events as appropriate. Coordinate needed services and other support for events.


Responsible for tracking student attendance and adherence to attendance policies as set by Deans, Board, and State guidelines. Send daily absentee reports. Follow up daily with absent students

Escalate students who are absent repeatedly to dean and attendance officer.

Support SW and Dean’s Office with chronic absenteeism follow up

Track staff attendance, PTO, Sick Days, etc.

Responsible for student IDs, ID system (Swipe), lanyards, ID holders, etc. Oversee the swiping in of students with IDs in the morning (MS & HS).

Lunch Applications

Make calls to parents with outstanding balances

Explain to parents how to complete an online Payschools lunch application

Receive and enter paper application information into Payschools

New Student Onboarding & Offboarding

Completes the academy office manager responsibilities for onboarding new students. This includes:

  • Create student email in gmail
  • Confirm student logins to Gmail and Schoology
  • Sends “What to Expect on First Day” email
  • Meet student on 1st day and give tour
  • On first day bring student to homeroom and introduce to teacher

Transfer students in and out:

  • Manage transcript requests
  • Collect any textbooks/supplies that need to be returned to the school
  • Collect any technology from student that needs to be returned to the school


Responsible for locks

Collects misc. “jobs to do” and strategizes on how to complete them



Core Education, Skills, and Competencies:


Minimum of two years college. Bachelors degree preferred.

Strong writing and editing skills

Strong phone skills and interpersonal skills

Ability to quickly learn and master new software programs

Project management experience

Detail oriented

Strong team player and positive attitude

Able to take the initiative to learn new things and figure things out

Strong process & strategic thinking skills

Works well with others and is collaborative in their approach to getting work done


Graphic design skills

Experience with Power School

Experience with Dean’s List

Experience with School Messenger

Experience with Payschools

Experience working in a school setting

Competency in using Microsoft Excel



As an equal opportunity employer, Empowerment Academy and Beloved hires without consideration to race, religion, creed, color, national origin, age, gender, sexual orientation, marital status, or disability.

  • Health Care Plan (Medical, Dental & Vision)
  • Retirement Plan (401k, IRA)
  • Paid Time Off (Vacation, Sick & Public Holidays)
  • Family Leave (Maternity, Paternity)
  • Short Term & Long Term Disability
  • Training & Development
  • Wellness Resources

Pay: $40,000.00 - $55,000.00 per year

Job Tags

Holiday work, Full time, Temporary work, Part time, Day shift,

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