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At Tulsa Legacy Charter School (TLCS), The Office Manager is a site-level Legacy Builder who

is a problem solver, a communicator, and a connector, who helps to manage the non-instructional

functions and services of the school, so that the instructional team can maintain a concentrated

focus on teaching, scholar achievement, and maximizing instructional time. As an integral part of

the Operations team, the OM ensures that the school is managed with operational excellence by

refining, implementing, and supporting policies and systems, while upholding the values of Tulsa

Legacy Charter School.

Administrative Leadership:

• Oversee all daily administrative operations of the school office, including

scheduling, correspondence, and record-keeping.

• Develop and implement office procedures and policies to improve operational

efficiency.

• Ensure compliance with school policies, state regulations, and educational

standards.

• Support accreditation processes by maintaining necessary documentation and

assisting with audits and reviews to ensure the school meets all accreditation

requirements.Assist in the onboarding and training of new staff and volunteers.

• Foster a positive and inclusive front office culture that aligns with the school’s

values and mission.

• Implement school-wide non-instructional systems and procedures with safety,

efficiency, and the scholar & family experience as foci:

• Daily Systems: Manage phone calls to the main office, visitor sign-in,

family communication, daily attendance, tardies, meal count submissions,

early sign-outs, and transportation changes.

• Seasonal Systems: Oversee recruitment, enrollment, compliance,

purchasing, and school operations projects.

Enrollment and Recruitment:

• Develop and lead strategies for student enrollment and recruitment to meet or

exceed enrollment goals.

• Implement outreach programs and community engagement initiatives to attract

prospective students and families.

• Analyze enrollment data and trends to inform recruitment efforts and adjust

strategies as needed.

• Conduct tours, open houses, and information sessions for prospective families.

• Maintain and update enrollment records, ensuring all data is accurately captured

and reported.

• Support with scholar and teacher recruitment efforts by serving on the recruitment

team and attending 7-10 external recruitment events per year.

• Support new and returning families with the annual registration process

• Track grade-level enrollment retention and attrition. Inform the campus-based

leadership team of trends, new scholar enrollment, and scholar withdrawals.

• Develop and implement strategies to attract and engage prospective students and

their families through school tours, open houses, and community events.

• Support the district registrar in ensuring all enrollment forms and documentation

are complete, accurate, and compliant with district, state, and federal regulations.

• Serve as a point of contact for prospective students and their families, providing

information about the school, programs, and enrollment process.

• Coordinate with teachers, counselors, and administrative staff to facilitate a

smooth transition for new students and ensure they are placed in appropriate

classes and programs.

• Monitor and report on enrollment trends, application statuses, and

recruitment activities, providing regular updates to school administration.

Campus Safety and Security:

• Support the implementation of safety and security protocols, including drill and

inspections, to ensure a safe learning environment.

• Maintain and manage visitor logs, ensuring that all visitors adhere to campus

security policies.

• Address any safety concerns or incidents promptly, coordinating with appropriate

staff and authorities as needed.

Technology and Facility Management:

• Oversee the maintenance and functionality of office equipment and technology,

coordinating with IT support as needed.

• Manage facility-related tasks, including maintenance requests, safety inspections,

and vendor relationships.

• Ensure the school environment is safe, clean, and conducive to learning.

• Manage machinery and equipment that is housed in the main office, submit

maintenance tickets and work with third-party vendors and support as needed.

Equipment includes, but is not limited to: copy machines, security cameras, fax

machines, stamp machines, etc.

Communication and Coordination:

• Serve as the primary point of contact for parents, students, and staff, addressing

inquiries and resolving issues promptly.

• Coordinate communication between the school, parents, and external stakeholders

through newsletters, emails, and social media.

• Organize and manage school events, meetings, and appointments, ensuring all

logistical aspects are covered.

Financial Management:

• Assist in budget preparation and monitor office expenditures to ensure financial

prudence.

• Support the management of invoicing, procurement, and supply chain processes,

ensuring the timely and cost-effective acquisition of supplies and services.

Student Support Services:

• Maintain accurate student records, including attendance, enrollment, etc.

+ Support the enrollment process, including the collection and verification of

necessary documentation.

Marketing and Communication:

• Lead the development and creation of marketing materials that align with Tulsa

Legacy Charter School’s branding identity, for recruitment, enrollment and

general external facing communications.

• Coordinate with translators to ensure we are providing access and all information

to families for whom English is not the preferred primary language for

communication.

Professionalism

• Collaborate with colleagues to continuously improve personal practice and

achieve the overall goals and mission of the school and district

• Access meaningful learning experiences, such as professional development that

aligns with district and/or personal professional growth

• Listen thoughtfully to other viewpoints

• Reflect critically upon operational systems and respond constructively to

suggestions and criticisms

• Fulfill all outlined and related functions professionally and thoroughly, as well as

other duties as assigned

Physical Requirements:

• Ability to bend, stoop, and lift up to 25 lbs regularly and up to 50 lbs occasionally.

• Perform repetitive motions, including bending, lifting, and carrying.

• Stand and walk for extended periods.

Other Duties as Assigned:

• Perform additional tasks as needed to support the overall functioning and success

of the school.

• Adapt to new responsibilities and projects that arise in response to the evolving

needs of the school community.

The Office Manager at Tulsa Legacy Primary Academy and Upper Academy is a pivotal role

designed to ensure the efficient operation of the school's administrative functions. This position

demands a highly organized, proactive, and detail-oriented individual who can manage a wide

array of responsibilities, ranging from day-to-day office tasks to strategic planning and

coordination. The Office Manager will work closely with the school's leadership team, faculty,

parents, and students to create a welcoming and efficient office environment that supports the

educational mission of the school.