Position Description
Title: Office Supervisor |
Date: July 2003 |
Division: Student Ministries |
Directly Reports To: Superintendent |
Unit/Department: Xenos Christian Schools |
Indirectly Reports To: N/A |
General Purpose ("Why does this position exist?"): The purpose of this position is to provide efficient, professional administration of each of the school offices. This position supervises the secretarial staff, coordinates volunteers, logistics of on-site events and additional project work related to the operation of the office.
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Supervise functions of paid and volunteer office staff. Deliver quality office support for teaching staff, parents, students and visitors to the office. This includes the supervision of all secretarial functions. In addition, this position is responsible for developing and maintaining office procedures.
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40% |
Ensure the schools remain in compliance with state regulations: including daily attendance records, student grade card reports, student files, emergency dismissal procedures, and recording of fire drills.
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20% |
Ensure that the office is adequately supplied with needed materials for staff and events/functions. This includes acquisitions needed for new classroom furnishings and personnel. Oversee the inventorying and ordering process of all office supplies. This includes maintaining materials for the office copiers, fax, postage machines and laminators.
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15% |
Ensure the quality of internal and external communications: including letters to parents, telephone correspondence, registration materials and documents on the Xenos Schools web site. Notify the staff of upcoming events, maintain the building schedule and publish the school calendar.
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15% |
Ensure that office equipment is maintained as needed. Provide documentation and training for all office equipment to users (staff, and volunteers). Address any new or changing equipment needs through proposals to the Finance Director.
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10% |
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Routine work performed under immediate supervision with detailed instructions. Activities required minimal decision-making. |
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Primary routine work performed with supervision readily available. Activities follow established, well-defined procedures, and basic decisions are made within the scope of these procedures/guidelines. Decisions outside the scope of the guidelines are referred to supervisor. |
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Work performed independently with supervision available. Manages and prioritizes own workload; expected to make some non-routine decisions requiring judgment and interpretation. |
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Under direction as to assignments and general methods of execution, with periodic review of assignments. Expected to make non-routine decisions requiring analysis and interpretation with limited guidance from supervisor. |
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Under general direction as to broad assignments. Determines methods and delivers final results. |
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Within the broadest scope of the unit's objectives, determines and executes major programs. |
Minimum Education & Experience Requirements
This position requires a high school degree, with some post-high school administrative training required. Four or more years of administrative and supervisory experience are required.
Competencies ("What knowledge, skills, and motivations are critical to success in this position?")
This position requires a character that reflects basic biblical ethics. Membership in, or an active pursuit of membership in, the Xenos Servant Team will show a commitment to this lifestyle.
This position requires good communication skills and the ability to manage a large number of competing demands from different individuals. In addition, the ability to deal with frustrated staff or parents in a diplomatic manner is required.
The gifts of administration, helps and hospitality are a necessity.
The gift of leadership is desirable.
Signatures
