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Lower School Office Manager

Shining Mountain Waldorf School

Boulder, CO, USA Remote

Full time


Aug 2

Job Title: Lower School Office Manager (¾ time)

Program: Administration

Reports to: Campus Operations Director

FLSA Status: Non-Exempt

Date: July 2022

Position Summary

The Lower School Office Manager (Grades Pre K through 8) manages the front desk in the Lower School Office. This is a highly visible position, often being the first point of contact for the Shining Mountain Waldorf School Community. The Lower School Office Manager is friendly, organized, and professional in their phone, email and in-person communications. Master of working to multitask and manage multiple requests and responsibilities in a busy school office environment. This position also manages ordering supplies for the classrooms, offices, and the school bookstore; as well as updating the SMWS website.

Essential Duties and Responsibilities

Lower School Office Manager (supervised by Campus Operations Director)

  • Greet and welcome students, parents, faculty, staff, and visitors to the SMWS campus 
  • Ensure the safety and security of school at all times; complete background checks for campus visitors through Schoolpass system
  • Log visitors/student teachers/substitutes/service personnel following current school policy
  • Support the Campus Operations Director/Facilities Director with school safety policy and 
  • procedures; assist in execution of drills; maintain knowledge about all school emergency 
  • procedures
  • Answer, screen, forward, take or send telephone/voicemail/email messages in a helpful and 
  • constructive manner
  • Track student tardies and absences. Contact parents when necessary to follow up on absences, illness, or early dismissals.  Inform teachers of Aftercare drop-ins, take messages to classrooms during the day, monitor student sign in/out
  • Attend to students sent to the office for injuries by providing appropriate minor first aid
  • Operation of bookstore and point of sale system
  • Assist with clerical tasks, student file maintenance, especially  Back-to-School paperwork, and document creation when needed; throughout the year, maintain up to date forms in student files as well as class folders; maintain information and updates to bulletin boards schoolwide

Website Updates (supervised by Campus Operations Director)

  • Make updates and additions to website pages (text, photos, videos, buttons and links) for faculty and staff
  • Create website pages for special events and programs (e.g. summer camps, auction, etc.)
  • Update current faculty and staff photos and biography descriptions
  • Edit transcript and create blog posts for WE Talk podcast
  • Post Employment Opportunities

Classroom Supplies: (supervised by Pedagogical Director)

  • Coordinating needs of all classroom supplies for the upcoming school year with each class teacher  
  • Work with designated major school material vendors to place orders  
  • Begin coordinating supply orders in April, ordering in May
  • Assist with school supply orders throughout the school year
  • Order readers based on needs of each classrooms 
  • Additional local shopping for incidental supplies
  • Sort and distribute the bulk supply order by grades and students in August - prior to the start of school 

Office Purchasing: (supervised by Business Director)

  • Coordinate purchase of bookstore inventory
  • Order office supplies, including cleaning supplies, first aid supplies, and copy paper
  • Office machine maintenance and supplies

Additional Responsibilities

  • Ensure the reception area, bookstore, and entire LS office is orderly and professional with current school year information 
  • Distribute all incoming and outgoing mail; create and maintain mailroom organization. 
  • Receive, log and route deliveries
  • Manage lost items throughout campus, encourage pick up by displaying lost & found items throughout the school year
  • Perform other clerical duties such as filing, photocopying, faxing; maintain copier, schedule maintenance and repairs; monitor phone system, update scripted messages  
  • Distribute committee agendas or minutes
  • In accordance with the SMWS philosophy, the person filling this position may occasionally be required to carry out or assist with other tasks in accordance to the duties listed on this job description  

Education and Qualifications

  • Experience in private school admissions, school office, or similar environment preferred
  • Bachelor of Arts or Bachelor of Science degree preferred
  • Experience working with electronic record management required
  • Proficiency with Google Suite and other cloud-based software required
  • Significant level of competence with computers, internet, and social media required
  • Experience with event planning required
  • Excellent communication skills both written and oral, efficient and courteous, with the ability to relate to students and adults in a friendly and diplomatic manner  
  • Professionalism in maintaining confidentiality
  • Demonstrate ability to maintain focus on tasks and appropriately shift priorities in a fast-paced environment  
  • Works harmoniously with a diverse community
  • Knowledge of Waldorf school philosophy is preferred, willingness to acquire understanding of  Waldorf education is required
  • Current CPR, First Aid, and Medication Administration certification (offered through SMWS)

Work Setting

  • General school office environment
  • Optimum School hours – Monday through Friday, 8:00 am to 4:00 pm
  • This is a ¾ part-time position 
  • Daily hours follow our Lower School schedule (mid - August through mid - June)
  • This position is not expected to work in the summer months (mid-June through mid-August)
  • Maneuvering around campus - indoor and outdoor walking

Salary and Benefits

  • Hourly range $18.00 to $20.00 per hour, based on experience and qualifications
  • Paid Holidays during working schedule
  • Personal Time off
  • Colorado Paid Sick Leave - 1 hour for each 30 hours worked - up to 48 hours per year 
  • Employee benefits, including medical, dental, and vision insurance are offered for this position

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the Essential Duties and Responsibilities of this job. While performing the duties of this job, the employee is required to:

  • Repetitive motions with the wrists, hands, and fingers
  • Requires sitting and standing for extensive periods of time
  • Requires corrected vision and hearing to normal range
  • Requires bending and twisting, reaching high and low
  • Talking, hearing, listening, and seeing  
  • Ability to lift and carry up to 25 pounds
  • Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential functions  

Interested candidates should send a cover letter, resume, and three references to hrmgr@smwaldorf.org.

Shining Mountain Waldorf School is fully committed to Equal Employment Opportunity and to attracting, retaining, developing and promoting the most qualified employees without regard to their race, religion, gender, gender identity, disability, familial status, sexual orientation or national or ethnic origin, citizenship status, veteran status, or any other characteristic prohibited by state or local law.  We are dedicated to providing a work environment free from discrimination and harassment, where employees are treated with respect and dignity.   

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