Preschool Campus Manager
La Scuola is currently seeking an experienced office manager to become our Preschool Campus Manager for the 2018-2019 school year and beyond. We are an Italian immersion, Reggio-inspired, IB-accredited preschool, elementary and middle school in beautiful San Francisco. Our preschool campus is located in the sunny Dogpatch just a stone’s throw from the Bay!
The purpose of the Preschool Campus Manager is to oversee, coordinate, organize and perform the day-to-day administrative, logistical and operational functions of the preschool office and campus, while providing limited executive assistance to the Early Childhood Director and Director of Operations. The Campus Manager exercises considerable independent judgement and serves as a liaison between faculty, staff, children, parents and the community. This vital role manages reception for the school, coordinates and runs the front office and conveys a positive image of La Scuola at all times when working with students, parents, staff and the public.
The Preschool Campus Manager possesses exceptional personal, organizational and communication skills, flexibility and the ability to prioritize tasks. Ability to relate effectively with a diverse community, including staff, students, and parents. Demonstrated ability to work with a wide variety of community groups and organizations. Integrity, discretion, the ability to maintain all information strictly confidential and commitment to the mission of La Scuola are a must.
Organizes and executes the daily functions needed for the smooth operations of the office
Serves as the first point of contact for the campus
Coordinates with substitutes and subbing agencies, works with PreK faculty to ensure appropriate coverage in each class and steps in if necessary
Manages all preschool event flow and preparation, supervises/delegates arrangements for major school events
Maintains preschool office files and student records in collaboration with the Early Childhood Director
Supports student enrollment process in collaboration with Admissions Director and Admissions Associate; assists parents with proper completion of forms if needed; orients new families and students to the school when needed
Appropriately handles daily email, calls, mail and packages
Supervises students sent to the office for health reasons and performs health-related duties in the absence of the Early Childhood Director
Oversees facilities daily in conjunction with the Facilities Coordinator; schedules maintenance and repairs as needed
Greet and direct visitors with warmth and enthusiasm and determine nature and purpose of visit; operate electronic entry system and ensure all visitors are registered in the visitor log or possess a parent badge.
Serves as a member of the office team to participate in all office projects, mailings
Organizes and restocks office and coffee supplies
Ensures that the office is kept clean and tidy
Ensures that all safety and security systems are fully functioning
Recommends and implements process changes to drive efficiency
Effectively communicates and escalates potential issues appropriately
Performs other related duties and assists office staff as assigned
COMMUNICATIONS AND EXECUTIVE ASSISTANT DUTIES
Utilize independent judgement when drafting and creating communication materials to constituents both internally and externally.
Coordinate with the Early Childhood Director and Director of Operations to ensure communications are consistent with the overall communication objectives for the school.
In conjunction with the Facilities Manager, communicate with La Scuola's neighbors about events and activities that may impact the neighborhood. Maintain a neighbor contact list.
Ensure the timely preparation and distribution of materials (e.g. requests, agendas, schedules, notices, resolutions) for meetings.
Create and distribute approved professional development award letters.
Assist Early Childhood Director and Director of Operations through coordination of activities, calendaring and itinerary assistance.
Schedule telephone calls, meetings and reserve meeting rooms as needed.
Provide leadership to school administrative activities in the absence of the Early Childhood Director and Director of Operations.
Organize various staff functions throughout school year.
Organize various campus events such as school coffees, parent educational events, curriculum evenings and information sessions.
In conjunction with Human Resources, maintain employee start dates. Responsible for ordering gifts for years of service, and retirement.
Assist with La Scuola programs during Extended Care and Summer Camp, including parent mailings, registration, class assignments and billings.
Required – Employee should have a Bachelor’s degree or above. A minimum of three years experience in executive support role. Competency in Google Docs, and Microsoft Office Suite.
Desirable – Experience of four plus years working in executive support role. Independent school office experience strongly preferred. Master’s degree preferred. Some knowledge or fluency in Italian a huge plus!
KNOWLEDGE + SKILLS
Requires highly developed organizational skills, detail-oriented work style and the ability to juggle multiple tasks. Exceptionally strong writing and editing skills; good communication skills. Knowledge of office practices, technology applications and record keeping and reporting systems. Ability to scan, verify, draft, compile, edit and update documents and correspondence quickly and accurately and understand and follow written and verbal instructions. Possess positive attitude and patience with students, parents, faculty, and administrators.
Must be authorized to work in the U.S.
Prior to beginning work and as a condition of employment in order to comply with the law, all employees must provide documentation to prove eligibility to work in United States. In addition, the final candidate will need to pass Criminal Justice Department and Federal Bureau of Investigation Fingerprint Clearance, a physical exam, and provide recent copy of a negative TB test and other immunization records.
Position receives full benefits, including medical and dental coverage. The school also offers group life insurance, long-term disability insurance and commuter benefits. Other fringe benefits include sick leave, PTO, paid holidays, vacation days, and warm lunch.
Pay will be depend on qualifications and experience.
To be considered for the position, please apply here with a letter of intent, a resume and a minimum of 3 references.
In order to provide equal employment and advancement opportunities to all individuals, employment decisions at La Scuola will be based on merit, qualifications and abilities. La Scuola does not discriminate on the basis of race, color, religion, sex, national origin, age, ancestry, citizenship, sexual orientation, pregnancy, childbirth or related medical condition, marital status, veteran status, physical or mental disability (actual or perceived), medical condition, genetic characteristics, political affiliation or any other characteristic protected by state, federal or local law. This policy governs all aspects of employment, including hiring, job assignment, compensation, discipline, termination, layoff, promotion, transfer and access to benefits and training.