Onsite School Office Manager at PrepNet Virtual Academy

Onsite School Office Manager at PrepNet Virtual Academy Location Grand Rapids, MI :

SUMMARY:

We are seeking a detail-oriented and organized individual to join our virtual school team as an Onsite School Office Manager. The ideal candidate will oversee administrative tasks, manage the onsite school office as well as virtual office operations, and ensure efficient and smooth functioning of day-to-day activities in our physical location.

SCHOOL INFORMATION:

Opened in 2020 and serving students K-12, PrepNet Virtual Academy creates endless opportunities for our students to become their best. We inspire our students to excel academically and think creatively to reach their full potential. Our dedicated teachers help students apply critical-thinking skills to solve real-world problems. We build kids of character through our moral focus program. As a result, students are prepared to tackle 21st century challenges and excel in high school, college, and beyond.

For more information on PrepNet Virtual Academy click .

DUTIES AND RESPONSIBILITIES:

Administrative Oversight:

Manage school office team including Office Administrators, Registrars, Tech Support, Testing Coordinator (weekly O3s, coaching, accountability tracking, team meetings, evaluations)

Supervise day-to-day office operations, including managing schedules, handling correspondence, processing incoming/outgoing mail/ packages, and coordinating meetings.

Manage the physical office space, ensuring a conducive and organized environment for staff and visitors.

Maintain school records and databases, ensuring accuracy and confidentiality.

Oversee inventory management and ordering of office supplies and equipment.

Coordinate with virtual school administrators and staff to facilitate efficient communication and operations between the physical and virtual environments.

Student and Staff Support

Serve as a point of contact for students, parents, and staff, addressing inquiries and providing assistance.

Coordinate with onsite and virtual school personnel to support student enrollment, withdrawals, and record-keeping in compliance with school policies.

Assist in the onboarding process for new staff members, providing necessary administrative support.

Assist in facilitating onsite events, activities, and meetings, ensuring proper logistics and support.

Financial Management:

Manage school finances, including processing payments, handling invoices, and maintaining financial records. Deposits to PVA bank account. Tracking material expenses against budgets (student incentives, family engagement events, staff engagement, etc.). Creation of POs/check requests for vendors (testing sites, engagement vendors, scholastic, etc.). Oversee fee collection process

Collaborate with relevant stakeholders on budget planning and expenditure tracking.

School Visa maintenance. Identify expense codes to support quick reimbursement and submission of expense reports. Prepare financial updates on budget/expenditures for principal or other stakeholders.

Facility Coordination:

Coordinate school events, meetings, and appointments, arranging logistics and necessary resources.

Oversee facility maintenance and liaise with external vendors for repairs and services.

SC office maintenance. Support SC car rental process. Testing technology with site vendors (hotels, colleges, universities, etc.). Testing facility set-up, usage, contract, etc.

Policy Compliance:

Ensure compliance with school policies, regulations, and procedures, and assist in the development and implementation of new policies as needed.

Collaborate with virtual school administrators and school support to implement and enforce policies that support both the virtual and physical aspects of the school.

QUALIFICATIONS:

Proven experience in office management or a related administrative role, preferably within an educational setting.

Proficiency in office software (e.g., Microsoft Office Suite, Google Workspace, virtual meeting platforms) and familiarity with database management systems.

Excellent organizational and multitasking abilities with strong attention to detail.

Exceptional communication skills, both written and verbal, with the ability to interact effectively with diverse stakeholders.

Demonstrated ability to maintain confidentiality and handle sensitive information appropriately.

Bachelor's degree in Business Administration, Education, or relevant field is preferred.Supervisory experience, preferred

COMPANY INFORMATION:

National Heritage Academies (NHA) partners with communities to build and operate public charter schools. Founded in 1995, today NHA has over 100 schools in nine states, serving more than 60,000 students in kindergarten through 12th grade. Our schools are designed to eliminate the achievement gap and provide school choice to families so their children are prepared for success in college, career, and life. In fact, a majority of our schools consistently outperform their local district on the state test. According to the Center for Research Outcomes at Stanford University, NHA is a leading performer among charter schools and management organizations, outperforming both conventional district schools and other charter school operators. In addition, according to our employee survey, over 90% of respondents agree that the work they do is meaningful to them. Join us. Together we impact a life.

Please click here to learn more about our core values.

National Heritage Academies is an equal opportunity employer.