Office Manager 1, Instructional Programs

JOB SUMMARY

The Office Manager 1 will assume a strategic leadership role, overseeing the efficient operation of the office and providing comprehensive administrative support to various teams. They will manage office resources, drive process improvements, and foster a productive work environment. This role requires strong leadership skills, business acumen, and ability to drive organizational effectiveness will contribute to the overall success of our company.

MAJOR DUTIES & RESPONSIBILITIES

• Greet and assist visitors, answering inquiries, and directing them to the appropriate personnel or department. 
• Manage incoming and outgoing correspondence, including mail, emails, and phone calls, ensuring timely responses and appropriate distribution. 
• Maintain office supplies inventory, anticipate needs, and place orders to ensure availability of necessary items. 
• Coordinate meetings and appointments, including scheduling, preparing agendas, arranging facilities, and distributing relevant materials. 
• Assist in the preparation of reports, presentations, and other documentation, ensuring accuracy and adherence to formatting guidelines. 
• Maintain and update employee records, including contact information, leave requests, and performance evaluations, ensuring confidentiality and accuracy. 

MAJOR DUTIES & RESPONSIBILITIES CONTINUED

• Oversee the maintenance of office equipment, including computers, printers, and telecommunication systems, coordinating repairs or replacements as needed. 
• Assist in budget monitoring and expense tracking, providing support in maintaining financial records and processing invoices. 
• Coordinate travel arrangements and accommodations for employees, ensuring efficient and cost-effective arrangements. 
• Support HR-related tasks, such as onboarding new employees, coordinating training sessions, and assisting with employee benefits administration. 
• Assist in organizing office events, such as team-building activities, celebrations, or conferences, including venue selection, catering, and logistics coordination. 
• Foster a positive and inclusive office culture, promoting teamwork, collaboration, and effective communication among employees. 
• Performs other job-related duties as assigned. 
   

EDUCATION

• High School diploma or equivalent qualification

WORK EXPERIENCE

1 to 3 years of relevant experience.

SKILL AND/OR REQUIRED LICENSING/CERTIFICATION

LEADERSHIP RESPONSIBILITIES

No supervisory or direct people management responsibilities. May provide occasional work guidance, technical advice and training to staff. 

WORK COMPLEXITY/INDEPENDENT JUDGMENT

BUDGET AUTHORITY

No budget development activity is required. 

PROBLEM SOLVING

IMPACT OF DECISIONS

Follow rules and procedures. Decisions can have minimal or no impact on HISD. Errors can be readily detected, usually by the employee, and, if made, would result in minor expense for correction. 

COMMUNICATION/INTERACTIONS

Basic communication - very little communication required such as receiving basic instructions.  Interactions are mostly with customers, their own supervisor, and co-workers in their own department. 

CUSTOMER RELATIONSHIPS

Follows through with customer inquiries, requests, and complaints. Forwards difficult and non-routine inquiries or requests to appropriate level for resolution. 

WORKING/ENVIRONMENTAL CONDITIONS