Office Manager (Administrative)
ORGANIZATIONAL DESCRIPTION
New Millennium Academy (NMA) is a Hmong charter school whose mission is to prepare learners for life, engages them in high academic achievement and fosters cultural pride and identity.
NMA's vision is to develop global leaders who transform the world.
CULTURE OF LEARNING
NMA believes that every scholar has the right to learn, be engaged, and grow in a healthy school environment. This means that NMA must foster a culture of learning that embraces every scholar's strengths and explore ways to strengthen our relationships with our scholars and their families.
NMA is committed to building collaborative leadership and effective capacity between and among staff, parents and scholars. This will only be accomplished by changing our behaviors and actions so we can better support our scholars and their families in achieving their academic goals. This means that any employees coming to NMA must share, understand, and implement this culture of learning at all levels of the organization. With consistency, we can shift not only the behaviors of our staff, but our students and parents will be equally engaged in this culture of learning.
NMA seeks a community that will optimistically and confidently abide by this culture of learning.
The core principles that drive this culture of learning are:
Aiming for High Academic Achievement
Embracing Cultural Pride and Identity
Modeling the Way
Understanding How Data Drives Decisions
Having High Expectations
Creating a Social-Emotional Learning Environment
JOB INFORMATION
Job Title:
Office Manager
Reports to:
Director of Operations
Hours:
Full-Time Exempt, 40 hours a week - 12-month contract
Office Location:
5105 Brooklyn Blvd, Brooklyn Center, MN 55429
Salary Range:
$50,000-$65,000
ROLE
Under the supervision of the Director of Operations the Office Manager has a critical role in ensuring the smooth operation of an orderly and responsive school. In addition to maintaining NMA's administrative systems and routines, the Office Manager functions as the primary contact person for current and prospective NMA families. In this role, the Office Manager must be able to effectively communicate with students, teachers, families and visitors. Additionally, he/she is responsible for managing the Operations Coordinator and the Front Office Assistant. The Office Manager will report directly to the Director of Operations. He/she will ensure that policies and procedures are developed, implemented and improved over time.
The Office Manager must demonstrate a strong work ethic, as well as integrity and accountability in previous work experiences. In this role, the Office Manager may have to make critical decisions at the spur of the moment and be able to use best judgment when handling issues and concerns regarding the day to day operations. The Office Manager will align themselves to our outcomes driven culture and understands the unique challenges of an immigrant and refugee community. A successful Office Manager will also have experience in a high performing fast paced environment.
SPECIFIC RESPONSIBILITIES
Office Operations & Administration
Oversee daily front office operations, including phones, mail, deliveries, and reception duties
Maintain a clean, organized, and safe front office and lobby environment
Order, inventory, and distribute office and classroom supplies
Monitor office and equipment needs; coordinate repairs and maintenance requests
Maintain an organized filing system for both physical and digital records
Ensure timely completion and submission of school forms and documentation
Maintain staff directories, calendars, and general internal communication
Student & Family Services
Greet and assist families, students, and visitors with professionalism and care
Manage daily attendance and late arrivals; maintain accurate student records
Process enrollment and withdrawal documentation in coordination with school leadership
Provide families with general information, forms, and support with school systems
Support communication to families via email, phone, letters, texts, or robocalls and the creation of the monthly family newsletter
Administer minor first aid and medication under school policy and health protocols
Coordinate lost and found systems, student pickups, and delivery of personal items
Staff & Leadership Support
Provide administrative support to school leadership and staff, including meeting logistics
Track and coordinate staff timesheets, substitute teacher logs, and schedule coverage
Help plan and execute school events such as orientations, conferences, and assemblies
Coordinate logistics for staff PD days, including food orders, setup, and materials
Financial and Compliance Reporting
Maintain student records and ensure data integrity and accuracy within the school's student information system (Infinite Campus) in accordance with FERPA and school policy
Prepare, update, and submit student, health, and immunization records
Support completion of compliance reports and audit preparation
Coordinate emergency drills and maintain visitor/volunteer sign-in logs
Support with MARSS submissions to MDE
Process invoices for payment by the school's accounting firm
School Culture & Community Engagement
Serve as a positive and welcoming presence that reinforces school values
Help coordinate parent volunteer efforts and donation drives
Maintain front-facing school displays such as bulletin boards and digital monitors
Translate or coordinate translation of documents and communication as needed
EXPERIENCE AND REQUIREMENTS
3-5 years of Business or Customer Service experience. Preference given to someone who has worked in a K-12 education setting.
Associates or Bachelors degree in Business Administration preferred but not required.
3-5 years of developing and maintaining policies and procedures.
Strong administrative skills, including experience managing office operations, scheduling, and coordinating activities.
High level of self-start motivation and capacity to assist teachers, administrators, students, and parents as it pertains to Front Office operations
Proficient verbal and written communication skills for interacting with students, families, and colleagues.
Experience working and dealing with diverse situations and people
Proficient in Microsoft Windows & Google Suite
Fluent speaker in English and Hmong (preferred but not required)
Ability to organize, prioritize, and handle multiple responsibilities and meet deadlines
Ability to work independently and collaboratively with multiple staff members
Ability to multitask and be adaptable and flexible to meet the needs of the school
Ability to problem solve to meet the needs of the school
Ability to positively support the office staff, school administration and its designees in implementing strategies to increase academic outcomes for all our students
Ability to establish positive relationships with teachers, staff, parents, students and the NMA community, and to act as a role model who demonstrates appropriate and professional behaviors at all times and in all situations whether known or unknown to administration
Ability to demonstrate good judgment and to refrain from any words and/or actions that are inappropriate and negative
