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Office Manager

At Rocketship Public Schools, we believe in the infinite possibility of human potential. We believe that every student deserves the right to dream, to discover, and to develop their unique potential and it is our responsibility and our privilege to unleash the potential inside every Rocketeer we serve. Our non-profit network of public elementary charter schools propels student achievement, develops exceptional educators, and partners with parents who enable high-quality public schools to thrive in their community. We are a collective of parents, teachers, leaders, and students working together to transform the future for underserved communities across our country. At Rocketship Public Schools, we are unleashing potential.


Position Summary 

Rocketship is hiring for the position of Office Manager (OM) for a Rocketship school. The Office Manager is the first point of contact for parents and students when they come to school, as well as a resource to the school community. The Office Manager should always exhibit professionalism, treat people with respect, and be firm but compassionate in how they address the day-to-day challenges of a rigorous and purposeful school. 


Essential Functions:
  • Enrollment, Student Information, and Attendance 
  • Build strong working relationships with parents and families 
  • Create and maintain complete and current student cumulative files 
  • Enter student information into our student information system and keep this information up-to-date throughout the school year as enrollment or information changes 
  • Manage the Attendance process including contacting absent parents on a daily basis
  • Coordinate the school’s truancy process and communicate with parents as needed 
  • Administer Independent Study process for students with planned absences 
  • Collect doctor’s notes and excused absence notes from parents for absentee documentation 
  • Work with current parents to solve problems and prevent student attrition 

  • Health, Safety and Discipline 
  • Maintain emergency medical and contact information for all students 
  • Maintain complete and current immunization records for all students 
  • Administer basic first aid, distribute medication, maintain injury reportsBe knowledgeable of all content in school safety binder, including emergency procedures 
  • Report all injuries and other school incidents to Human Resources 
  • Supervise students sent to the office for discipline and health reasons 

  • Meals, Finance and Facilities
  • Collect payments from parents 
  • Manage collection of free/reduced-lunch application forms from all families during the school year
  • Collect lunch, uniform sales money from parents and provide receipts for payments 
  • Assist in managing and reporting day-to-day facilities problems 
  • Execute responsibilities related to emergency situations as assigned by the Principal  

  • ISE/Special Education 
  • Act as intermediary to communicate written or oral information given by parents to the ISE team
  • Ensure that all documents delivered or messages received are immediately given to ISE
  • Maintain confidentiality regarding ISE students who receive special education services 
  • Partner with ISE Specialists on a school site to arrange IEP or ISE meetings 

  • Administrative 
  • Perform general clerical duties including answering phones, taking and distributing messages, sorting mail, translate documents from English to Spanish and prepare general correspondence 
  • Facilitate arrangements for school activities, logistics, teacher development, parent development and other activities 
  • Provide support to the Principal and teachers as necessaryUse automated telephone system to send out school information as necessary 
  • Act as an interpreter, when necessary, in whole-school functions and smaller meetings 
  • Other duties as assigned


Qualifications:
  • Spanish/English bilingual fluency required, with excellent written and oral communication skills
  • Knowledge and cultural competence of the local student and parent community 
  • Highly developed interpersonal skills using tact, patience, and courtesy 
  • Effectively prioritize and juggle multiple concurrent projects
  • Comfort in a start-up environment and ability to work independently with minimal direction
  • Ability to use a variety of software programs and quickly learn new ones 
  • Managerial skills preferred 


$70,400 - $80,400 a year

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk, hear, and communicate with both adults and children. The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls. The employee is frequently required to stand; walk; sit; and reach with hands and arms. The employee must occasionally lift and/or move up to 50 pounds and occasionally climb ladders. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is moderate to high.


Compensation:

Commensurate with qualifications and experience, plus excellent health and wellness benefits, 403b retirement plan, flexible spending account (FSA), and generous paid time off.


Rocketship Public Schools provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Rocketship Public Schools complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.


Rocketship Public Schools expressly prohibits any form of unlawful employee harassment based on race, color, religion, gender, sexual orientation, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of Rocketship Public Schools’ employees to perform their expected job duties is absolutely not tolerated. Click here for our Sexual Harassment Policy.  For questions, concerns, or complaints, please contact Human Resources.

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Average salary estimate

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$70400K
$80400K

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What You Should Know About Office Manager, Rocketship Public Schools

At Rocketship Public Schools, we’re on a mission to ignite the potential of every student, and we need an amazing Office Manager (OM) to help us do just that in San Jose, CA! As the first point of contact for families and students, you’ll embody professionalism and compassion, creating a welcoming environment. You’ll build strong relationships with parents while managing student enrollment, attendance, and vital health and safety protocols. Every day brings new challenges, and your organizational skills will keep things running smoothly as you oversee everything from student files to emergency contacts. But it’s not just about the paperwork! You’ll also be the friendly face everyone recognizes, helping to foster a positive school community. Whether it’s managing lunch payments or maintaining immunization records, your attention to detail will ensure a safe, orderly, and efficient school environment. In addition, your bilingual abilities in Spanish and English will be invaluable, allowing you to connect with our diverse community and help bridge any gaps. At Rocketship, you’re not just part of a team; you’ll shape the experience of our Rocketeers and their families every single day, all while being supported by a collective of parents, educators, and leaders who share our drive for educational excellence. This position is more than a job; it’s an opportunity to make a real difference in the lives of underserved communities. If you’re ready to join a passionate team dedicated to transforming education, we’d love to hear from you!

Frequently Asked Questions (FAQs) for Office Manager Role at Rocketship Public Schools
What are the responsibilities of the Office Manager at Rocketship Public Schools?

The Office Manager at Rocketship Public Schools is integral to the school’s operations, overseeing student enrollment, attendance management, and creating lasting relationships with parents. They maintain student files, manage emergency contact information, administer basic first aid, and handle various administrative tasks. The OM also coordinates discipline processes and ensures compliance with health and safety regulations, making them a crucial resource for both students and staff.

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What qualifications are needed to apply for the Office Manager position at Rocketship Public Schools?

Applicants for the Office Manager role at Rocketship Public Schools should possess bilingual fluency in Spanish and English, with exceptional communication skills. Ideal candidates will have strong interpersonal skills, the ability to multitask, and proficiency in using various software programs. The ability to work independently in a dynamic environment is essential, along with a demonstrated commitment to supporting the school community.

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How does the Office Manager support the school community at Rocketship Public Schools?

The Office Manager plays a vital support role in the Rocketship Public Schools community by being the first point of contact for parents and students, ensuring everyone's needs are met. They assist in enrolling students and maintaining accurate student records while fostering relationships with families. Their approachable nature helps in cultivating a warm and welcoming atmosphere conducive to learning and growth.

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What is the salary range for the Office Manager position at Rocketship Public Schools?

The salary range for the Office Manager position at Rocketship Public Schools is competitive, typically between $70,400 and $80,400 per year, depending on the candidate's qualifications and experience. This role also comes with excellent health and wellness benefits, a 403b retirement plan, flexible spending account, and generous paid time off.

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What is the work environment like for an Office Manager at Rocketship Public Schools?

The work environment for an Office Manager at Rocketship Public Schools is fast-paced and dynamic, often bustling with activity as students, parents, and faculty engage. You will be interacting with a wide range of individuals which adds diversity to daily tasks. The role demands adaptability and effective communication skills, especially since you are addressing various needs in both a supportive and administrative capacity.

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Common Interview Questions for Office Manager
How do you prioritize your tasks as an Office Manager?

To effectively prioritize tasks as an Office Manager, it’s important to assess urgency and impact. I typically create a daily to-do list that categorizes tasks as immediate, important but not urgent, and those that can be scheduled for later. By staying organized and maintaining open lines of communication with staff and parents, I can ensure critical responsibilities are met while also being flexible to accommodate unexpected challenges.

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Can you describe a time when you resolved a conflict with a parent?

In my previous role, a parent was dissatisfied with their child’s attendance record. I first listened attentively to their concerns, ensuring they felt heard. Then, I reviewed the records together and explained the attendance policies. We discussed solutions and set up regular communication to track progress. This proactive approach turned a potentially negative situation into a collaborative effort to support the student.

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What strategies do you use to build relationships with students and parents?

Building relationships starts with being approachable and available. I like to engage with students by participating in school activities and ensuring that parents feel welcomed during drop-off and pick-up times. Regularly updating parents through newsletters and being receptive to their feedback fosters trust and collaboration. These relationships are key to creating a stronger school community.

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How do you handle multiple urgent tasks at the same time?

When faced with multiple urgent tasks, I evaluate each one’s urgency and importance. I address the one that has the most immediate deadline first and communicate any potential delays with affected parties. Utilizing time management tools, like digital calendars and task lists, helps me keep track of progress. Prioritization and communication are crucial in ensuring that nothing falls through the cracks.

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What role does communication play in your position as an Office Manager?

Communication is essential in the Office Manager role. Whether it’s interacting with students, parents, or staff, clear and effective communication ensures everyone is informed and any issues are promptly addressed. I make it a point to communicate openly, using both formal channels, like newsletters, and informal ones, such as quick check-ins, to foster a supportive and transparent environment.

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How do you ensure confidentiality when dealing with student and family information?

Confidentiality is a top priority. I strictly adhere to policies that govern the use and sharing of student information and access to records is limited to authorized personnel only. I also conduct regular training sessions to educate staff on best practices for maintaining confidentiality. This commitment ensures that sensitive information remains protected at all times.

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Describe your experience with student information systems.

I have hands-on experience with various student information systems, where I’ve entered and maintained vital data such as enrollment details and attendance records. I ensure accurate data entry, review data regularly for accuracy, and resolve discrepancies promptly. My comfort with technology enables me to quickly learn new systems and ensure smooth operations within the office.

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What steps do you take to create a welcoming environment in the school office?

To create a welcoming environment, I focus on visual appeal and a friendly demeanor. I maintain a clean, organized office area and personalize it with school spirit decor. Greeting every visitor with a smile and taking time to listen to their needs fosters a positive first impression. Additionally, ensuring the office is accessible and all materials are readily available contributes to a welcoming atmosphere.

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How would you manage a situation where a student needs urgent medical care?

In a medical emergency, my first step would be to assess the situation and ensure the safety of the student. I would administer first aid if necessary, then immediately contact emergency services if needed. Simultaneously, I’d inform the principal while keeping the relevant student health records on hand to provide critical information to medical personnel, ensuring a coordinated response.

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Why do you want to work as an Office Manager at Rocketship Public Schools?

I want to work as an Office Manager at Rocketship Public Schools because I deeply resonate with their mission of empowering underserved communities and nurturing student potential. I believe my organizational skills and passion for education align perfectly with the role. I am excited about the opportunity to support a thriving school community and contribute positively to the educational journey of each student.

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We are a collective of parents, teachers, leaders, and students working together to transform the future for low-income communities across our country. At Rocketship Public Schools, we are unleashing potential.

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Full-time, on-site
DATE POSTED
January 6, 2025

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