About Global Village School: GVS is an international K-12 homeschool diploma program with a creative, flexible approach and an emphasis on peace, justice, diversity, and sustainability. We prepare students to be wise and capable stewards of the planet and each other. We help our students lead authentic and meaningful lives, so they can leave school feeling confident in their ability to make an impact on the world around them.
Global Village offers a full K-12 curriculum with regular academics, weaving in progressive themes wherever we can. We provide a customized curriculum that reflects students’ interests and learning styles.
Definition and General Description: The office operations are the foundation for all that we do. The office manager is responsible for ensuring that office operations run smoothly, efficiently, and accurately, conveying a sense of high-quality service to our families.
Schedule & Pay: Hours vary seasonally, depending on how busy the office is - averages 28 hours per week, Monday through Thursday, with occasional Fridays during peak times. $19-20/hour. Will consider local and remote applicants.
Reports to: Director of Operations (Dir of Ops)
- Overall: Oversees office operations, fills operational gaps as they appear.
- Prioritizing: Maintains and updates a daily priority list. Reviews the priority lists of those they supervise and assists them with prioritizing as needed.
- Policies/Procedures: Ensures that office staff follow all policies and procedures. Consulting with the Dir of Ops, outlines and implements new procedures to improve efficiency and customer service. Makes or oversees updates to procedures as directed.
- Personnel Management: Takes the lead on hiring office staff in consultation with the Management Team; directs and trains other office staff, monitors workloads, and re-assigns tasks as needed. Communicates any teacher issues that arise to teacher supervisor(s).
- Office atmosphere: monitors the office environment, works cooperatively with staff and other administrators to ensure a positive, supportive, and respectful experience for everyone.
- Customer service: Consults with other staff as needed, handles issues regarding complaints, refund requests, etc.
- Miscellaneous projects as assigned.
Main office activities include the following:
- Communications: Responding to inquiries by phone and in writing; interacting with staff in person or via Basecamp, email, or telephone regularly; Sends or oversees the sending of tuition expiration reminders (email messages) and family check-ins (by phone or email).
- Newsletters: Editing, formatting, and mailing donor newsletters while keeping donor and family mailing lists up to date.
- Records: Maintaining student records, transcripts, personnel files, evaluations, financial records, etc. Printing, copying, filing hard copies, and updating computer records and databases.
- Financial paperwork: submitting income and expenses to Community Partners, processing or overseeing the processing of Paypal orders, checking bills for accuracy, processing reimbursements, orders, etc. May interface with the bookkeeper.
- Enrollments: Monitoring and participating in the processing of student enrollments in concert with other office staff, enrollment counselors, and the Director of Education.
- Inventory: Keeping track of and maintaining office inventory of books, study guides, curriculum guides, and supplies.
- Quality control: making sure everything sent looks professional and is accurate, including communications with families and inquires, print orders, and records maintenance. Reviews the processing of income and expenses to confirm accuracy, etc.
- Shipping/mailing: Shipping books and curriculum guides to customers, sending out transcripts, diplomas, and other material as needed, etc.
- Computers: ensure regular maintenance and backups, coordinate troubleshooting as needed.
- Teachers: Interact with teachers regarding student issues, make sure they are billing correctly, and update the office on student progress. Reports issues to teacher supervisor(s)
- Partner Program: working with Partner Program Coordinator on keeping records for students and courses, issuing transcripts and diplomas, etc
- Excellent analytical, critical thinking, and problem-solving skills, with an ability to take the initiative when a problem is spotted and ask for guidance if needed.
- Strong time-management, planning, and prioritizing skills.
- Strong organizational and records management skills, with a sound mind for systems.
- Must be very detail-oriented and able to switch gears quickly!
- Strong written and oral communication skills, good listening skills.
- Diplomacy: wisely and fairly handle issues as they arise and advise office staff on how to do so.
- Supervise employees effectively, in a collaborative and supportive manner, while ensuring that they do their tasks correctly.
- Methodically organize and oversee training of new employees.
- Ability to make good decisions, ask for support when needed, and discern when requesting an exception to policy is in order.
- Commitment to the vision of Global Village School.
- Commitment to following the policies and procedures and ensuring that the office staff carries them out.
- Commitment to being flexible and willing to take and act on advice.
- Commitment to communicating proactively and constructively when challenges arise.
- Strong knowledge of technology, personal computers, and software, including using email, the internet, Microsoft Office software (Word, Excel, and Outlook), and Google Drive (online, shared spreadsheets).
- Familiarity with data entry.
- Ability to operate and troubleshoot standard office equipment (computer and multi-function printer/copier/fax machine).
- General ability to learn new systems primarily by using help files and tutorials.
- Personality traits include trustworthiness, dependability, flexibility, truthfulness, self-awareness, and productivity.
- Acts in a professional manner when interacting with staff, students, parents, and the public.
- Follows oral and written instructions.
- Works independently with minimal supervision and is comfortable taking responsibility and asking questions as needed.
Applicants must have education, training, and experience demonstrating competence in each of the following areas.
1. Associate degree or equivalent.
2. At least one year of previous office management experience OR three years of administrative office experience.
3. Provides own transportation and has adequate insurance as required by law.
1. Bachelor’s degree.
2. At least two years of previous office management experience
3. Job or volunteer experience with progressive organizations and causes.
4. Experience with homeschooling or alternative education.
How to Apply
Please submit a cover letter and resume. Applications without a cover letter will not be considered. In your cover letter, please tell us about:
- your strengths and your areas for growth, particularly as they relate to your experience with:
- customer service
- employee management
- remote offices, particularly transitioning to remote operations
- what you like to do, and how you feel you could best contribute to Global Village’s mission
- your technical skills: your level of proficiency (please list a few things you can do in each app, or just say “n/a” if you don’t have experience with the app) with MS Office and Excel; Google Drive, sheets, and docs; Ragic databases; Basecamp; Mailchimp
No phone calls, please.
Global Village School is a project of Community Partners®. Community Partners® is an equal opportunity employer committed to a diverse and inclusive workforce. In addition, the organization will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring. Community Partners is an EOE /Veterans/Disabled/LGBT employer.