Office Manager

at  KIPP Foundation

COMPANY DESCRIPTION

KIPP (Knowledge is Power Program) is a national network of free, open enrollment, college preparatory schools dedicated to preparing students in underserved communities for success in college and in life. There are 280 KIPP schools in 21 states and the District of Columbia serving more than 175,000 scholars and alumni. KIPP Metro Atlanta currently operates eleven KIPP schools including five primary schools, five middle schools, and one high school, as well as KIPP Forward which supports students on their journey “to and through” college. The Support Team at KIPP Metro Atlanta Schools provides strategic, financial and operational support and oversight to all KIPP Metro Atlanta schools and drives initiatives designed to strengthen the schools’ academic programming and outcomes.

JOB DESCRIPTION

The Office Manager is responsible for creating a joyful and excellently managed regional office for KIPP Metro Atlanta Schools. Reporting to the Director of Special Projects for Operations, the Regional Office Manager will serve as the primary point of contact for internal and external stakeholders contacting members of the Support Team who work from the regional office. The Office Manager is responsible for managing the day-to-day office operations, partnering with the executive assistants of the Executive Leadership Team and front office managers of each school to ensure high levels of organizational effectiveness, communication, and safety, coordinating administrative tasks, ensuring office equipment is maintained, and providing excellent customer service to clients and visitors. The Regional Office Manager will also be responsible for overseeing office administration tasks and maintaining a pleasant work environment.

QUALIFICATIONS

• Bachelor’s degree required
• Minimum 5 years full-time related experience managing an office and/or supporting executives, preferably in a non-profit organization
• Ability to work in the office five (5) days per week from 8 am - 5 pm
• Professional, friendly, and adaptable personality that works well with others and is open to feedback
• Detail orientation with exceptionally strong organizational skills.
• Good decision-making skills and the ability to function well under stress.
• Highly effective at communicating orally and in writing to a range of audiences
• Track record of success influencing and motivating partners to action
• Strong relationship-management skills
• Ability to manage the ambiguity and multiple priorities inherent in an entrepreneurial environment
• Strong phone etiquette
• Proficient in Microsoft Suites and Google Suites, specifically Outlook, Excel and PowerPoint
• Self-motivated with the ability to work proactively

JOB RESPONSIBILITIES:

Office Management 70%

• Responsible for independently running the day-to-day functions of the office
• Welcomes visitors warmly, crafting a friendly and inviting atmosphere to ensure an exceptional experience
• Promotes a joyful atmosphere by setting and maintaining exemplary office norms, gently but firmly coaching others to be accountable to norms
• Daily responsibilities include managing online conference room bookings, coordinating meetings/appointments, handling correspondence/filing, responding to email, answering the phone, managing office supplies and equipment, monitoring and maintaining shared meeting rooms and spaces
• Weekly responsibilities include maintaining the regional event calendar, publishing weekly newsletter, electronic/physical filing, and updating email distribution lists
• Monthly responsibilities include coordinating monthly staff meetings/celebratory events, conducting safety drills, and participating in monthly administrative meetings
• Onboards and off boards all employees assigned to the Support Team Office
• Trains as the Safety Coordinator, maintains the Support Team safety plans; teaches others how to respond in a crisis situation
• Ensures cleanliness and security of building through vendor management
• Achieves peak operational efficiency by establishing, documenting, educating, and implementing office systems using tools such as Standard Operating Procedures, Quick Reference Guides, and Scorecards
• Partners with Support Team departments and schools to achieve strategic priorities
• Procure items within the allocated budget assigned for the Support Team Office

Administrative & Budget Management 20%

• Adhere to budget management practices and processes as mandated by board policy and Finance Team directives
• Complete monthly finance deliverables as assigned by the Finance Team (i.e. submitting purchases and invoice) via the appropriate finance platforms (i.e. Concur, Truist, Vena)
• Set up and maintains regional accounts for KIPP Metro Atlanta Schools for the Support Team (i.e. FormStack, Uber, Iron Mountain, EasyCaterer)

Special Projects 10%

• Provide event planning and professional support (e.g. schedule meeting space, food for meetings, arranging travel) for the Executive Leadership Team as needed
• Successfully completes critical aspects of deliverables, including drafting presentations, acknowledgement letters, and personal correspondence for the Executive Leadership Team as needed
• Support logistics related to team retreats, including location procurement, material preparation, and invoices and payments for vendors for the Executive Leadership as needed
• Provides administrative support to the Director of Special Projects for Operations with the regional transportation contract

The salary range for this role is $60,000-$70,000 dependant on prior experience, as well as a benefits package including

• Healthcare (medical, vision, and dental)
• Life and Long-term Disability
• Additional Voluntary Supplemental Insurance
• Enrollment in the Teachers Retirement System of Georgia (mandatory for all employees