Day School Office Supervisor

Position Summary

The Day School Office Supervisor provides administrative, financial, enrollment, records, and front office support to Day School staff and leadership. This position supports accurate tuition and fee tracking, ProCare data management, student records, purchasing documentation, parent communication systems, and daily office operations. The Office Manager helps ensure the Day School operates with professionalism, accuracy, confidentiality, and responsive service to families, staff, church partners, and the community.

Essential Functions

• Maintain front office operations by answering phones, greeting parents, children, staff, church partners, vendors, and guests, and ensuring a welcoming and professional first point of contact for the Day School.
• Accurately input, update, and maintain data in ProCare, including student information, classroom assignments, authorized pickups, attendance, billing accounts, and family contact information.
• Maintain tuition and fee records, prepare account reports, communicate past-due balances using approved procedures, and coordinate with the Executive Director, church Accounting Office, and Day School Treasurer regarding billing documentation and account follow-up.
• Maintain clear internal controls by documenting payments, invoices, receipts, credits, refunds, and purchase requests, while reserving final approval of tuition exceptions, write-offs, refunds, and significant purchases for the Executive Director or designated church authority.
• Prepare new student records in compliance with licensing requirements, including enrollment documents, emergency contacts, authorized pickup information, and updated immunization records.
• Prepare student lists, classroom rosters, lunch schedules, afternoon schedules, room reservations, visitor logs, and other daily operational documents needed by the administrative and teaching teams.
• Support enrollment administration by scheduling tours, preparing enrollment packets, tracking waitlist information, following up on missing documents, and maintaining accurate admission files.
• Maintain staff phone and email lists, office files, supply inventories, calendars, and administrative systems needed for efficient Day School operations.
• Coordinate classroom and office supply orders, collect receipts, prepare purchase documentation, and ensure supplies are available within approved budget and purchasing procedures.
• Provide administrative support for newsletters, school communications, Parent Association activities, special events, and church-related events promoted to Day School families.
• Report maintenance issues or facility concerns promptly and track requests until resolved.
• Maintain confidentiality of student, family, employee, and financial information.

Other Functions

• Demonstrate enthusiasm and show respect toward children, families, staff, church partners, and visitors.
• Step into a classroom only when needed for emergency ratio support and only in accordance with licensing, training, and administrative direction.
• Attend mandatory training and complete a minimum of 36 approved training hours per year, including child development, administration, CPR, and first aid as required.
• Document significant incidents or concerns within the scope of the role and notify the Executive Director or Assistant Director promptly.
• Acknowledge and correct mistakes in a timely and direct manner and conduct activities ethically and dependably.

Core Competencies

Team Orientation: Demonstrates interest, skill, and success in team environments; promotes group goals ahead of personal agendas; steps up to offer self as a resource to other members of the team; understands the importance of teamwork in communication; shares credit for success with others and takes responsibility for their part in team failures.

Attention to Detail: Consistently attends to the many small pieces that must be assembled into accurate records, financial documentation, communication systems, and office processes; follows up on missing or incomplete items; resolves unanswered questions needed to address problems; keeps the larger picture in mind while tending to details.

Financial Stewardship: Handles tuition records, purchasing documentation, receipts, account follow-up, and financial information with accuracy, confidentiality, consistency, and respect for internal controls.

Technology and Data Accuracy: Uses ProCare, Microsoft Office, email, spreadsheets, and office systems effectively to maintain accurate records and produce timely reports.

Self-Management: Organizes and plans for task accomplishment; manages time effectively and works diligently to complete assigned work and fulfill responsibilities.

Communication: Conveys information verbally and in writing to foster, encourage, and facilitate open communication. Speaks to internal and external clients and colleagues respectfully. Develop written communications and uses them appropriately. Expresses information clearly in one-on-one conversations and groups and accurately interprets information.

Commitment to Service: Seeks ways to increase internal and external client satisfaction by demonstrating a service culture. Seeks input, meets expectations, maintains communication, and follows up with the client. Demonstrates genuine caring and empathy through personal demeanor and approach.