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Position:  Chance School Office Manager
Hours:  40 hours per week - Monday - Friday, 8:00 a.m. - 4:00 p.m.
Annual salary:  $25,000 with benefits

Responsible to:  Reports directly to the Head of School

Purpose of Position:  Responsible for being first contact with Chance School, to handle any and all phone calls, to assist the teachers with copying, ordering all school and office supplies, to maintain and organize student files, to monitor sick and injured children and their medications.

Qualifications:  Strong communication, interpersonal, computer and organizational skills, a positive and cheerful attitude, being helpful and flexible with the ability to multi-task

Responsibilities:  This position is responsible for keeping the school office organized and efficient by offering administrative support to its staff, the faculty, parents and students. The responsibilities include but are not limited to:

  • Meeting and greeting all individuals who enter the school
  • Answering calls of inquiry, communicating information about the school, mailing brochures, scheduling tours and retrieving phone messages
  • Providing a daily “scoop sheet” that conveys information concerning students regarding arrival, pickup, absentees, doctor appointments, health related concerns, extended stay changes, communication between the faculty and staff, notification of field trips, class tours or observation appointments
  • Entering all checks or cash that come to the school into the ledger
  • Managing anything that comes across the front desk
  • Working with the faculty and staff, forwarding requests and information accordingly
  • Ordering all school, educational and office materials, specific classroom and school store supplies and receiving these supplies upon arrival to be delivered to their proper location
  • Monitoring and filing school forms/records, including admissions records, immunization forms, "back to school forms"
  • Mailing requested files and records to new schools
  • Preparing county reports for the KY Department of Health
  • Monitoring fire, earthquake, tornado and disaster drills
  • Monitoring the needs of sick and injured children, organizing and administering prescription and non-prescription medications and making sure parental authorization is current and on file
  • Copying class newsletters, progress reports and preparing them to send home
  • Keeping an inventory of office supplies and placing re-orders accordingly
  • Distributing and receiving teachers beginning and end of school year data
  • Managing phone system, copier, fax and postal machines
  • Managing any changes in parent-teacher conferences and conveying those changes to the teachers
  • Ordering chairs for school events
  • Contracting and assisting the school photographer during school photo shoots
  • Maintaining records and RSVP’s regarding school events
  • Organizing and scheduling TB testing, CPR and First Aid classes for the faculty and staff
  • Sorting and delivering the mail, handling postage and fax needs
  • Collecting and filing monthly attendance records
  • Performing other duties as assigned by the Head of School

Send resume to: gail@chanceschool.org or mail to:
Gail Lotze
Chance School
4200 Lime Kiln Lane
Louisville, KY 40222
502-425-6904
502-326-5462 (fax)


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