Elementary Office Manager

Job information Elementary Office Manager from the Company Island Pacific Academy, this latest Elementary Office Manager job vacancy is located in the city Kapolei, HI (Makakilo-Kapolei area). This latest job opening is open to job seekers who have the latest education / graduate . Job Vacancies in this Administrative field have been opened and published up to the specified time.

Job Description :

Career Opportunities at IPA

ISLAND PACIFIC ACADEMY faculty are passionate about kids, who see in the classroom individual children whose needs may vary and who work diligently to address each child’s needs and aspirations. IPA faculty are well-educated and professionally growing, active in the on-going development of their own skills and knowledge. Together, they form an active adult learning community in which regularly scheduled time for collaboration ensures coherence in the program.

Faculty are involved beyond the classroom, both in the lives of their students and the school, and in the wider community. Some are active in professional organizations; others in community groups and non-profits. In these ways, they provide their students with role models for active civic engagement beyond the world of work, an essential component to a vibrant city, state and nation.

Elementary Office Manager (POSTED 05/25/25)

ISLAND PACIFIC ACADEMY is a college preparatory school that utilizes the Design Thinking framework for our students to fulfill our vision to become “Navigators of Change who Go Forward with Confidence (I Mua Me Ka Ha’aheo). IPA’s mission is to “Value Individuality, Empower Students and Inspire Future Success.”

ISLAND PACIFIC ACADEMY is currently accepting resumes for an Elementary Office Manager position. An Elementary Office Manager plays a vital role in smoothly operating an elementary school’s administrative office. Reporting to the Elementary Principal, the Elementary Office Manager is responsible for various skilled clerical, secretarial, and administrative tasks and serves as the elementary school’s receptionist. The Manager assists the Elementary Principal in providing various services to students, parents, and staff and ensures efficient communication with them. This position requires strong organizational, communication, and interpersonal skills.

Suitably qualified candidates are invited to send a letter of application, including a resume with at least three references, addressed to Harriet Ngethe, Director of Human Resources, at hngethe@ipahawaii.org.

DUTIES & RESPONSIBILITIES:

Administrative Support:

• Maintain office services and efficiency by organizing office operations and procedures of day-to-day administrative tasks.
• Maintain office supplies and order necessary materials as needed.
• Handle incoming and outgoing mail, email, and phone calls.
• Prepare and distribute documents, reports, and correspondence.
• Enter work orders for maintenance or repair needs.
• Provide teacher support.

Star Students:

• Manage google doc and printing of weekly certificates. All other duties as assigned by the Elementary Principal or designee.

Student Records Management:

• Maintain accurate and confidential student records. Register, release, or transfer students as required.
• Maintain student files.
• Enter attendance data in a student information system; contact parents or guardians to report and verify excused and unexcused absences; track excessive absences or tardies.
• Collaborate with teachers and other staff to ensure accurate record-keeping.

Parent and Visitor Communication:

• Greet and assist parents, students, and visitors who come to the office.
• Provide information about school policies, procedures, and events.
• Ensure a welcoming and professional atmosphere within the office.
• Provide administrative support to the principal, including routine correspondence and general communications, bulletins, newsletters, and notices.
• Assist with proofreading class newsletters for accuracy of information and dates.

Scheduling and Coordination:

• Manage the Elementary school’s calendar. Schedule appointments for parents, students, and the principal as needed.
• Assist in organizing meetings, events, and conferences.
• Collaborate with teachers and administrators to coordinate school activities. Assist with special events.
• Manage and oversee substitute needs of the Elementary Division, including arranging for and managing the schedule of substitute coverage, being the lead point of contact for the substitute teacher for regular needs, and working with teachers to ensure substitute plans and materials are provided.
• Manage the school lunch program for Gr. K-12. Responsible for obtaining and maintaining vendors. Troubleshoots problems to ensure the delivery runs smoothly.
• Main school contact for lunch vendors.
• Set up and maintain lunch baskets for elementary to prepare for lunch distribution.

Financial and Budget Support:

• Assist in processing financial transactions, including collecting fees and managing petty cash.
• Manage and track purchase orders for Elementary. Responsible for the ordering and distribution of Amazon orders.
• Assist the finance department with reconciling the principal’s credit card statements when needed.

Emergency Procedures:

• Provide basic first aid to ill and injured students in the absence of a school health aide.
• Assist in handling emergencies and communicate information to staff, parents, and students as necessary.

Technology and Equipment:

• Coordinates repair and maintenance of office equipment such as computers, printers, fax machine and laminator.
• Responsible for changing the rolls of laminating film when it runs out.
• Responsible for ordering supplies to maintain adequate backups.
• Assist staff and students with basic technology-related issues.
• Responsible for calling for service and maintenance of all office machines.

Reporting:

• Assist in generating reports related to attendance and student records.
• Assist in the preparation of report cards and progress reports.

CANDIDATE QUALIFICATIONS INCLUDE:

• High school diploma or equivalent and at least two years of college-level coursework preferred.
• Minimum two years of office management or administrative experience, preferably in an educational setting.
• Proficiency in office software applications, including Adobe, Google, and Microsoft Office Suite, including Excel and Word.
• Strong organizational and time management skills.
• Excellent interpersonal and communication skills.
• Exercise independent initiative and sound judgment.
• Ability to handle confidential information with discretion.
• Familiarity with school policies and procedures is a plus.
• Ability to work collaboratively with others.

PHYSICAL REQUIREMENTS OF THE JOB:

• The work environment includes primarily an indoor office environment and occasional hot, wet, or humid outdoor conditions during school events.
• Frequently sitting at the computer and using the phone.
• Regular lifting of up to 5lbs and occasional lifting up to 20lbs.
• The noise level of the position can occasionally be moderate or high during athletic events.
• Performs work indoors with air conditioning and adequate lighting.

SALARY REQUIREMENTS:

• $40,000 to $45,000

Join our team at Island Pacific Academy, where we “Value Individuality, Empower Students and Inspire Future Success” with the purpose of cultivating values-driven students who positively impact our world.

ISLAND PACIFIC ACADEMY is an equal opportunity employer and welcomes candidates from diverse backgrounds and experiences.

Comprehensive benefits package

IPA is proud to offer a comprehensive benefits package to all full-time employees. Benefits include:

• Comprehensive medical plan coverage
• Dental coverage
• IPA Tuition Remission
• 401(k) retirement plan with employer matching contributions
• Life Insurance
• Long-term disability
• Flex spending accounts for health care and dependent care
• Supplemental insurance
• Generous holiday and leave benefits

Non-Discrimination Policy

ISLAND PACIFIC ACADEMY is an Equal Opportunity Employer. We are committed to a workplace environment that encourages growth and respect for all current and prospective employees based upon job-related factors such as their educational background, work experience, and ability to perform the essential functions of a particular job. It is the policy and practice of ISLAND PACIFIC ACADEMY to prohibit any form of discrimination or harassment based on race, color, age, national origin, religion, sexual orientation, sex (including pregnancy, childbirth, or related medical conditions), gender identity or gender expression, military or veteran status, physical or mental disability, genetic information, or any other status protected under applicable federal, state or local law.