Office Manager – Job Description

The Office Manager serves as a welcoming, organized, and reliable presence, ensuring that front office operations reflect Vivo’s commitment to safety, equity, and recovery-centered practices.  The Office Manager oversees the activities of the front office of the school, including day-to-day communication, attendance documentation, enrollment/registration, clerical, translation, and logistical tasks.  This position also performs day-to-day office and business tasks such as uploading invoices and managing mail.  Other tasks and duties relevant to school administration may also be performed.  

JOB DUTIES AND RESPONSIBILITIES

• Communicate effectively with students, families, colleagues, and visitors:
  • Maintain inviting yet professional lines of communication
  • Respond or initiate communication with individual families
  • Respond to family concerns promptly and effectively
• Create a welcoming, calm, and professional front office environment that reflects Vivo’s values
• Respond to family inquiries and concerns promptly, thoughtfully, and with a solutions-oriented approach
• Manage the main phone line and general email inbox, ensuring timely and accurate communication
• Coordinate interpretation and translation services to ensure equitable access for all families
• Support student application, enrollment, and onboarding processes with accuracy and care
• Maintain up-to-date student and family records, ensuring confidentiality and compliance
• Track and follow up on missing documentation in a supportive and organized manner
• Oversee attendance systems to ensure accurate daily records and reporting
• Greet all visitors, manage sign-in procedures, and uphold school safety protocols, including controlled access and authorized student release
• Manage incoming and outgoing mail, including school-wide communications
• Maintain organized, compliant filing systems for student and organizational records
• Support basic student health needs (e.g., minor first aid, medication administration) when clinical staff are unavailable, in accordance with policy
• Assist with student safety and preparation for field trips, including coordination of medical and dietary needs
• Process invoices, bills, and reimbursements in a timely and organized manner as needed
• Support basic financial operations, including bill payment and documentation
• Maintain adequate inventory of office, janitorial, and first aid supplies
• Support meal service logistics to ensure an orderly and respectful student experience
• Collaborate with staff to plan and execute school events and activities, contributing to a strong, connected school community

QUALIFICATIONS

Qualifications (Required):

• Strong commitment to the mission, vision, and design principles of Vivo Schools
• Associates’ Degree or higher (or relevant experience)
• Fluent in conversational Spanish

• Background Check (Fingerprint) Clearance

Qualifications (Preferred):

• Several years of experience in charter school office management or support, or administrative or operational experience 

THE VIVO OFFICE MANAGER:

• Has a minimum of two years administrative, operational or related experience (strongly preferred)
• Is dedicated to educational success for all students
• Is an excellent communicator and collaborator
• Is hard-working and committed to constant growth and reflection as a professional through regular coaching and professional development
• Brings professionalism and positivity to their work and into our adult community
• Assumes the best in others and is willing to have courageous conversations in order to do what is best for students
• Has high expectations and a willingness to hold themselves and others to those expectations