Job Summary
The Administrative Manager is responsible for ensuring the smooth and efficient functioning of the school's administrative operations. This includes overseeing office management, coordinating with academic and non-academic staff, maintaining school records, handling communications, and supporting the school's leadership team in achieving the school's mission and goals. The role requires a high degree of organization, strong leadership skills, and the ability to manage multiple tasks simultaneously.
Key Responsibilities
Administrative Operations:
- Oversee the daily administrative activities to ensure smooth functioning of the school.
- Manage office supplies, school records, and ensure all administrative systems are up to date.
- Supervise administrative staff, including receptionists, office assistants, and clerical staff.
School Operations
- Coordinate the schedule and logistics for school events, meetings, and conferences.
- Oversee the maintenance and cleanliness of school facilities.
- Assist in managing school budgets, accounting, and financial reporting related to administrative functions.
Human Resources Support
- Support the recruitment, onboarding, and training of non-academic staff (e.g., administrative assistants, janitorial staff).
- Maintain employee records and track attendance, leave requests, and other HR functions.
- Assist in the performance review process and staff development initiatives.
Communication And Coordination
- Serve as a liaison between the school's leadership, staff, parents, and external parties.
- Handle internal and external communication, including email correspondence, phone calls, and notices.
- Ensure the timely distribution of school announcements, newsletters, and other communications.
Document Management And Compliance
- Ensure that the school's administrative records, including student and staff files, are well-organized and in compliance with regulatory standards.
- Assist in the preparation for inspections, audits, and regulatory compliance.
- Manage and update school policies, handbooks, and procedural documents.
Technology And Systems Management
- Oversee the school's use of administrative software for scheduling, communication, and record-keeping.
- Work closely with IT staff to ensure all administrative systems are functioning efficiently.
- Assist in the implementation of new administrative technologies or systems.
Support To Leadership Team
- Provide administrative support to the Principal, Vice-Principal, or other senior leaders as needed.
- Coordinate school-wide initiatives, such as parent-teacher meetings, orientations, and faculty development programs.
- Assist in long-term planning and development projects as required by school leadership.
Budgeting And Financial Management
- Support the Principal and Finance Manager in budget preparation and monitoring for administrative functions.
- Track expenses for administrative and operational activities and ensure they stay within budget.
Event And Facility Management
- Organize and manage logistical arrangements for school events, conferences, and external visits.
- Ensure the smooth operation of facilities, including classrooms, sports areas, and administrative offices.
- Oversee and coordinate facility maintenance, repairs, and upgrades.
