Job Description – Office Manager

About this Position

Promise Academy is searching for a motivated, dynamic person with experience working with families in an office setting with a diverse groups of students. Bilingual Spanish speaking strongly preferred. This individual will serve as founding Office Manager and will manage the front office and use their creativity to develop ways to foster deep engagement with parents, students and community partners.


About Promise Academy

Promise Academy exists to create personalized, world-class educational experiences that prepare all students to reach their potential and to change the world. We must ensure that college acceptance, support, and persistence becomes a reality for all!

Currently too many students in downtown San Jose are not being prepared for college and beyond. In fact, only 45% of students that graduate are eligible for colleges and universities. For Latino and African American students the percentages are worse with only approx. 30% of students graduating eligible for college [based on 2015 CDE data].

Promise Academy is a small Tk-8th grade school set to open near downtown San Jose in the Fall of 2018 in partnership with The Tech Museum of Innovation. It will feature a small school environment with a family-like feel. At Promise Academy, students will benefit from small group instruction that blends rigorous direct instruction with high quality educational software found in some of the highest-performing schools from across the nation. Promise Academy will also feature open design areas that promote student choice and agency in solving standards-aligned challenges in each core area, including coding and technology. Students will use the academic and social skills they learn to address issues and develop solutions for tough challenges in their community and in their world.

Definition: This position is responsible for performing a variety of secretarial

duties in support of the school, including relieving the administrators of a variety

of secretarial and clerical duties. The Office Manager will also provide

necessary first aid and emergency care to students and school staff. The Office

Manager works under the general supervision of the Principal/Superintendent.

Typical Duties: Listed below are some of the performance duties for this

position. The Office Manager, under the immediate direction of the school


  • Types reports, correspondence, letters and other necessary information and announcements.

  • Serves as initial contact/resource person in office and on the phone.

  • Collects fundraising and other money, giving receipts for cash.

  • Maintains calendars for faculty and administrators.

  • Provides information and forms to the students, faculty, staff and the

  • general public; collects and processes appropriate information and applies

  • policies and procedures in determining completeness of applications, records and files.

  • Supervises and accurately performs specialized record keeping functions in the areas of registration, student cumulative folders, transcripts,attendance records, and award lists and data processing records.

  • Requisitions, receives, stores and distributes supplies.

  • Operates and performs minor maintenance on office machines.

  • Calls substitutes when necessary, ensuring all employment forms are collected and proper sign in and time sheets are filled in.

  • When Director or designee is unavailable sets fair and consistent consequences for student discipline.

  • Serves on the Health & Safety Committee.

  • Coordinates fire drills keeping accurate records of when drills take place.

  • Performs a variety of clerical and administrative duties under the school nurse.

  • Takes care of sick or injured students; administers basic first aid and dispenses prescribed medication to individual students in accordance with school policy.

  • Performs other related duties as required.

Employment Criteria: The employee should have the following knowledge

and skills:

  • Knowledge and skill to maintain cooperative working relationships with

  • the staff.

  • Knowledge of word processing methods, techniques and programs.

  • Willingness to attend in-service training and workshops.

  • Knowledge of modern office equipment, including computers.

Expectations: Listed below are some of the expectations for this position. The

Office Manager shall:

  • Prepare clear and concise reports;

  • Work effectively and efficiently under pressure with constant interruptions;

  • Be on time;

  • Maintain student confidentiality;

  • Use appropriate behavior and language with the students at all times.

  • Get along with students, staff and parents.

  • Maintain current certification in first aid and CPR.

Experience: Two years of responsible secretarial and clerical support

experience which included decision-making responsibilities and exercising of

independent judgment.