Middle and Upper School Office Manager and Executive Assistant

Mountain View, CA, United States

KHAN LAB SCHOOL

Founded in 2014 by Salman Khan, Khan Lab School (KLS) is a K-12 school located in the heart of Silicon Valley. Serving approximately 300 students across two campuses, KLS is grounded in a mastery-based learning model. This approach focuses on learning outcomes that matter most and evaluates student growth with meaningful metrics rather than traditional letter grades. Khan Lab School is also an incubator that spins out new programs and also provides a test environment for products such as Khan Academy's Khanmigo.

Established: 2014

Lower School Enrollment: 150 students

Upper School Enrollment: 135 students

All School Faculty & Staff: 55

Sports Teams: Basketball, Cross Country, Volleyball

School Mascot: Condor

Affiliated Organizations: Khan Academy, Schoolhouse.world, KLSWichita.org

POSITION: Middle & Upper School Office Manager & Executive Assistant

REPORTING LOCATION: Khan Lab School's Mountain View Campus at 1200 Villa Street, Mountain View, CA 94041.

SCHEDULE: Mon. - Fri., 8:00am - 4:00pm PST, and some nights and weekends for school events, as required.

SPECIFIC JOB DUTIES & RESPONSIBILITIES:

Office Manager Job Duties & Responsibilities:

Campus Management:

Manage the Upper & Middle School's coverage schedule for non-faculty operations, ensuring that the area is always staffed.

Responsible for the Upper & Middle School front desk, greeting area, and the school's overall first impression for visitors, parents, and students.

Support and direct all visitors upon arrival.

Answer and direct all incoming Upper & Middle School phone calls.

Receive all Upper & Middle School mail, faxes, and emails, and timely dissemination of those items.

Maintain all aspects of the Upper & Middle School's shared spaces and supplies including re-stock and re-order supplies, take weekly inventory, place work orders for repairs, and follow up on maintenance requests for the following areas of the Upper & Middle School: staff lounge, the teacher workroom, and the campus's shared resources (copiers, printers, bulletin boards, etc.).

Student Attendance: Oversee and manage the Upper & Middle School's student attendance process, utilizing Pikmykid.

Monitor student attendance and reply to parent emails regarding student inquiries and absences.

Take care of minor injuries and illnesses among students, exercise judgment on required next steps and communicate with parents about possible remedies and midday pick-ups.

Manage students sent to the front for behavioral concerns or other issues.

Campus Operations: Serve as the primary on-campus lead for all Upper & Middle School day-to-day campus operations.

Monitor and direct Upper & Middle School maintenance requests, and act as the indirect supervisor of the KLS School Custodian for all Upper & Middle School related issues.

Manage the first aid and safety supplies.

Plan, coordinate, and direct a broad range of services, including managing field trips, transportation, emergency supplies, material procurement, catering, events, and other admin needs.

Oversee the Upper & Middle School student lunch program, including the contract and parent volunteers.

Support the Extended Day and Summer program (including events).

Human Resources: Oversee on-site new hire onboarding for all Upper & Middle School employees and substitute teachers.

Plan, coordinate, organize, and conduct new hire orientations, creating a professional and educational presentation on every new employee's first day. This shall include conducting basic training for each new Upper & Middle School employee on KLS policies & procedures (safety training, time off requests, timekeeping in Bamboo, scheduling, general new hire questions, etc.).

Manage all aspects of the Volunteer Program (e.g., School lunch volunteers, Extended Day) for the Upper & Middle School including approving volunteers, ensuring every volunteer completes all required paperwork and trainings, manage the volunteer schedule, communicate any issues and changes to the volunteers, and serve as the main point of contact for any volunteer related activities, events, or inquiries.

School Safety: Manage all employee safety programs and initiatives including employee safety trainings, evacuation drills, and prevent unnecessary workplace injuries by ensuring repairs and improvements are made to any potential safety hazards at the Upper & Middle Schools (Mountain View campus).

Work with the Head of Operations & Technology to maintain and update the School's safety programs and policies such as the Workplace Violence Prevention, Heat Illness Prevention, and the IIPP policies.

Manage all Upper & Middle School worker's compensation claims including the completion of all required documents, any necessary accident and injury investigations, and serving as the main point of contact for the injured employee and the worker's comp insurance company.

Purchasing: Oversee budget for the Upper & Middle School's shared expenses, including Staff Meals, Office Supplies, Repairs, and Maintenance.

Complete all purchases for the Upper & Middle School, while staying on budget, and ensuring the school's payment methods are being used responsibly and appropriately.

Perform all receipt reconciliation on expense reports in a timely manner (within 14 days).

Student Records: Support the Data Manager in creating and maintaining complete and accurate student files.

Process incoming student academic and health records.

Maintain student immunization records and reports.

With the Registrar, coordinate and send student records for outbound Upper & Middle School students.

Miscellaneous: Other related job duties, as needed.

Executive Assistant Job Duties & Responsibilities: Oversee supervisor's calendar including the CFO's and Upper & Middle School Director's.

Maintain the Upper & Middle School calendars for staff, faculty, students, and parents.

Manage school & staff events with the direction of the Upper & Middle School Directors and manage partnership opportunities with outside organizations for events.

Assist in the planning and implementation of the Upper & Middle School's employee engagement initiatives and employee recognition programs.

Coordinate travel and professional development opportunities for Upper & Middle School faculty and staff.

Coordinate and oversee visits from potential new KLS employees.

In partnership with Admissions, support Open Houses, new student visits, and Admissions events.

JOB QUALIFICATIONS & REQUIREMENTS: Bachelor's degree required.

At least 2 years of prior office management experience is required.

Ideal candidates will have prior experience working in an educational setting.

An understanding and support of Khan Lab School's core values, mission, and vision.

Strong computer skills and experience using Microsoft Office including Word, Excel, Outlook, and PowerPoint.

Strong interpersonal and collaboration skills while able to communicate effectively and respectfully.

Flexibility to shift and take on a variety of tasks, as Khan Lab School continues to grow and change.

Able to reflect on one's own effectiveness, respond well to feedback, and adjust instruction accordingly.

PHYSICAL WORK REQUIREMENTS: Ability to occasionally lift, carry, push, and pull up to 25 pounds as some regular organizational tasks involve moving desks, chairs, electronics, and other school supplies and equipment, as needed.

Must be able to remain in a stationary position at least 50% of the time.

Capability of occasionally moving about an office setting to access file cabinets, office machinery, etc.

Ability to proficiently and frequently operate a computer and keyboard as well as other office equipment such as calculators, copy machines, printers, and projectors.

Consistently practice safe working habits while using school supplies, equipment, and electronics as well as the ability to maintain a safe and hazard-free workstation for yourself and others at the school.

Occasionally required to work weekends, nights, or on-call for events, which are sometimes held outside and require the ability and willingness to work in all weather conditions at any time of the year.

WHAT WE OFFER:

Khan Lab School is a community of learners and partners that have a deep commitment to their work. We get things done and believe that in our highly collaborative environment anything is possible. All our decisions are made through the lens of what is best for our students. We tackle tough questions without ego, are results oriented, and have high expectations for school and our students.

POSITION DETAILS: Start Date: July 2024

Salary: $80K to $85K per year.

Location: Mountain View, CA

Number of Positions to Fill: 1

Employment Status: Full-time; Exempt

Benefits: Medical, dental, and vision insurance coverage; a retirement plan with an employer match; and basic life insurance.

APPLY NOW:

To qualify, please provide a resume and a letter of interest. Successful candidates will have a demonstrated familiarity with Sal Khan's school model outlined in his book The One World Schoolhouse.

Khan Lab School is an Equal Opportunity Employer and does not unlawfully discriminate on the basis of race, color, creed, place of national origin, sex, age, veteran status, sexual orientation, gender (including gender identity, gender expression, and transgender), religion (beliefs, observances, or practices, including religious dress or grooming), marital status, registered domestic partner status, ancestry, genetic information, physical or mental disabilities, medical conditions, and/or military or veteran status in its employment practices or any other considerations made unlawful by federal, state, or local laws.