Office Manager

About Capital Preparatory Schools

Capital Preparatory Schools is a charter school management organization operating a network of educational communities. Our mission is to build a path where there was none. From its inception, the Capital Prep community—our scholars, parents, faculty, and staff—have come together to create a compelling and meaningful educational experience. The Capital Preparatory Schools has four school locations: one in Harlem, one in the Bronx, New York, and two locations in Bridgeport, Connecticut providing students in grades K–12 with a year-round, college-preparatory education that encourages students to become scholars and agents of change.  

Capital Preparatory Schools believes that all children, when given the right conditions and environment, will succeed and excel in their academic and social-emotional growth. This is achieved by blending elements of academic models that successfully support students from historically disadvantaged populations, with innovative approaches that get 100% of our graduates accepted to four-year colleges.

Focusing on the key attributes of leaders, our learner expectations are designed to develop students who are:

• Collaborators;

• Problem Solvers; 

• Researchers;

• Empathetic Citizens;

• Pillars of Knowledge

With the support of the Capital Preparatory team of skilled and compassionate educators, students realize their academic abilities, advocate for social justice and fulfill their civic responsibilities. As leaders of social justice, we expect our students to use their education to improve the lives of others. This position will report directly to the Director of Operations and has responsibility to the Principal.

Capital Preparatory Schools is committed to teaching and learning that promotes the success of every student by:

• Creating a safe and enjoyable educational environment that encompasses our social justice model and that ensures every graduate moves on to attend college;

• Providing individualized instruction and enrichment opportunities for students to ensure that gifted students are challenged and struggling students are supported; 

• Hiring and growing quality teachers and leaders and empowering them to use their craft to inspire students to achieve at the highest levels.

Office Manager responsibilities include, but are not limited to:

Student Records and Database

• Provide support in updating and maintaining the integrity of school information in school database and the DOE’s ATS system

• Ensures students academic records are filed and current

• Maintain student biographical, transportation and meal codes in ATS and Capital Prep Bronx’s database

• Assist with database projects, as needed

Student Attendance

• Maintain the Student Information System (student attendance, student discipline, grade reporting, basic scheduling, etc.) Ops Systems

• Responsible for recording, tracking and following up on all student tardiness and absences

Student Meals

• Supports the Application process for free, reduced, and full priced meals, and reports percentages for related funding streams

• Reviews student meal applications and codes according to federal guidelines

Student Transportation

• Liaise with the Office of Pupil Transportation (OPT) regarding student MetroCards, Saturday MetroCards and train passes

• Maintain student transportation codes in ATS and PowerSchool

• Coordination of transportation for all school field trip 

Health Records Management

• Ensures that all student immunization records are in compliance with federal and state health regulations and that the required information is reported to the city

• Ensures that students’ health records are updated and filed, in compliance with federal and state health regulations

• Ensures that student allergies and other pertinent information is properly disseminated

• Ensure that incident reports are completed for all student injuries and reports this information to the Director of Operations

• Maintains a copy of all notes that are sent to parents in the students’ file

Compliance 

• Supports the Director of Operations with coordination of all fire, evacuation, crisis, and bus drills and ensures they are completed in accordance with compliance laws and the Safety plan

Event Management

• Supports the Director of Operations to develop and implement action plans for school-wide events and staff retreats

• Supports the Director of Operations in the execution of school-wide events, including: transportation, information dissemination, traffic flow, venue logistics, audiovisual needs, etc.

Other

• Assist with other operations projects, as needed

• Ensure the safety of students under one’s supervision

• Assist with non-instructional supervision of students, as needed, such as hallway monitoring, lunch duty, or supervision of extracurricular activities

• Assist in moving students to proper locations during fire drills, and sports or arts programs

• Promptly submit required paperwork

Qualifications:

• Bachelor’s degree

• 1-2 years working experience in a customer service or admissions field

• Fluency in Spanish Required

• Proficiency in Microsoft Word, Excel, and Google Suite

• Excellent verbal and written communication skills

• Ability to organize and prioritize work

• Strong attention to detail

• Experience with admissions software or database ideal

Compensation: 

The salary for this position is competitive and commensurate with experience. Capital Preparatory Schools offers a comprehensive benefits package.  This is a full-year, full-time, vacation-eligible, non-exempt position.