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Office Manager

 Status:  Part-time, (Non-exempt)
Classification: 12-month administrator                      
Supervisor:  Director of Head’s Office (DHO) and Director of Admissions and Enrollment Management (DEM)
Location: In-person; Lead Mine Campus   
Hours: Mondays-Fridays, 8 a.m. - 1 p.m.   

Position Summary
The Montessori School of Raleigh (MSR) seeks a part-time Office Manager to begin August 1, 2023. In partnership with the Director of Head’s Office (DHO) and Director of Admissions & Enrollment Management (DEM), the Office Manager will be responsible for a range of responsibilities related to the day-to-day, all-school and enrollment management office operations.

Overview
Established in 1974, MSR is a vibrant and exceptional independent Montessori and International Baccalaureate (IB) World School school in the Triangle area serving 400+ students aged 6 weeks through 18 years. MSR is committed to the intellectual, ethical, and personal development of our students. Our beautifully designed and well-maintained Lead Mine Campus, situated on 10 acres in North Raleigh, comprises five buildings in a child-centered, village-like setting surrounded by wetlands and protected forest. Our Middle and Upper Schools are housed on an expansive 40-acre wooded campus in Brier Creek in Durham. Both sites were carefully planned and constructed to provide the nature-centered environments integral to Montessori practice. Driven by our core values of “Respect,” “Integrity,” “Community” and “Love of Learning,” MSR welcomes prospective employees of all backgrounds. We are committed to attracting and retaining the highest quality faculty and staff through a comprehensive compensation plan, including competitive salary and an expansive benefits package. MSR is accredited by AMS and the IBO. All MSR employees must be vaccinated against COVID-19.

Essential Duties & Responsibilities
Office Manager (Supervisor: DHO)

  • Answers phones in a professional and timely way and directs calls with efficiency
  • Collects and transmits messages accurately and in a timely fashion
  • Greets visitors and provides a thoughtful, warm presence, and provides guidance to parents, guests, students, and employees
  • Collaborates with the Security Officer when necessary on the visitor management system
  • As directed by the DHO, maintains the all-school and administrative calendars in Veracross and Google
  • Attends and takes minutes at Calendar & Logistics Committee meetings
  • Oversees reservations through a Google Calendar for the Idea Suite meeting space, and manages meetings to include Zoom/intercom set-up, refreshments, and food ordering
  • Partners with DHO  to manage all-school events
  • Manages administrative kitchen, reception area, and administrative office, including cleanliness, kitchen and office supply management, and maintains budgeting log related to inventory
  •  Manages the incoming and outgoing mail system
  • In partnership with the Business Office, receives and processes payments and manages the internal payment log

Admissions Assistant (Supervisor: DEM)

  • Fields initial admissions related phone calls with prospective families
  • Creates and maintain student files
  • Creates information packets for prospective families
  • Assists enrollment management team with setup of on campus prospective family information sessions
  • Populates admissions events in Veracross and create registration forms
  • Sends reminder emails to families regarding admissions-related events
  • Works with Community Engagement Manager in Ambassador Family program
  • Assembles and mails welcome packets to new families
  • Arranges campus tours for prospective families
  • Works in collaboration with the Lower School Support Manager on transcript requests
  • Other duties assigned  by the Head of School, Director of Head’s Office, or Director of Admissions & Enrollment Management

Please note that the duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to this position.

Competencies

  • Has a high school diploma/GED and 2-5 years experience in an office or administrative setting, or any appropriate combination of education and work experience.
  • Is committed to the mission and core values of MSR which include “Respect, Integrity, Community and Love of Learning.”
  • Understands the importance of and is committed to creating positive perceptions with all who engage with the school and has the ability to manage conflict.
  • Has excellent organizational skills, is detail-oriented, and has ability to work on multiple projects successfully.
  • Possesses solid analytical, problem-solving, and critical-thinking skills, and takes initiative and follows through in order to achieve goals.
  • Possesses strong interpersonal and teamwork skills, with a professional and empathetic approach .
  • Is competent in database systems, and has a willingness to learn Veracross.
  • Is proficient with Mac OS Google, and Zoom applications.
  • Develops strong working relationships with employees at all levels of the institution.
  • Owns results.
  • Strives for continuous improvement and solicits feedback to improve service.
  • Maintains confidentiality and understands, appreciates, and is sensitive to a diverse clientele.
  • Projects a can-do approach to problems and persistence in the face of adversity.
  • Possesses a healthy sense of humor.

 Physical Requirements and Work Environment
The Office Manager can expect to:

  • Work in a fast-paced environment dealing with a wide variety of challenges, deadlines, and a varied and diverse array of contacts.
  • Work primarily in a traditional climate-controlled office environment spending extended periods of time at a desk and working on a computer.
  • Regularly interact with students, parents, staff, and visitors.
  • Spend prolonged periods of time on the telephone.
  • Occasionally lift up to 30 lbs.
  • Regularly uses close and distance vision.
  • Turn, bend, and reach.

It is the policy of The Montessori School of Raleigh to make employment decisions on the basis of qualifications for a specific job without regard to race, color, religion, sex, sexual orientation, marital status, national or ethnic origin, age, veteran status, or the presence of a disability, except where such is a bona fide occupational qualification. Applicants are encouraged to confidentially self-identify when applying. Employment is contingent upon successful completion of a reference check with current employer (or most recent employer if not currently employed) and background investigation.

To apply
The school offers competitive salary and benefits. Please send a cover letter and resume to recruitment@msr.org with the subject line of “Office Manager 23/24 - your last name.” No phone calls please.

About Raleigh-Durham
The Raleigh-Durham area is consistently ranked among the top places to live with strong job growth and a high quality of life. Top universities, a rich diversity of arts and cultural offerings, excellent health care, and lower than average housing costs, draw people in from all over the nation. Our mild climate and proximity to both beaches and mountains makes the Raleigh-Durham area an ideal place to live.