Program office manager

Administrative Operations

• Manage day-to-day office operations and workflow
• Maintain office systems, procedures, and organizational processes
• Order and manage office supplies and equipment
• Coordinate mailings, deliveries, and office communications
• Maintain calendars, schedules, and meeting logistics
• Ensure that the Salesforce database information is accurate and up to date
• Oversee the updating of the Supervisor Handbook each year
• Participate in Cristo Rey Network conference calls and projects, as requested

Staff Support & Coordination

• Support the department coordinators/staff
• Schedule the weekly office meetings and set the agenda for meetings.
• Collect weekly accountable reports from coordinators – unsubmitted timecards, fines, low timecard ratings, report card grades and comments, etc.
• Serve as a point of contact for visitors, families, partners
• Assist with onboarding and orientation of new employees
• Coordinate internal communication and office coverage (morning and afternoon checking)
• Help maintain a positive and professional office environment
• Oversee the professional development training of staff
• Serve as a back-up driver when needed

Financial and Recordkeeping Responsibilities

• Work in collaboration with the Finance Office for fines and collection
• Maintain accurate records, databases, and filing systems
• Handle confidential documents and information appropriately

Communication and Customer Service

• Answer phones, emails, and inquiries professionally
• Greet visitors and direct them appropriately
• Communicate clearly with staff, families, and partners
• Prepare correspondence, reports, and presentations, as requested

Event and Meeting Coordination

• Schedule office meetings and prepare materials
• Coordinate events, training (Supervisor) or staff gatherings

Compliance & Organizational Support

• Ensure office procedures comply with organizational policies, (i.e. I-9s)
• Help maintain student files and required documentation

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