Office Manager

About The Academy for Advancement of Children with Autism (AACA)

At the Academy, our utmost priority is to create a nurturing and inclusive community where every student feels a true sense of belonging and inner peace. We understand the profound challenges our students face in various areas, such as sensory input/output, social skills, transitions, vocal ability, and general functioning. Many arrive at our school with significant behavioral issues developed over years of coping with their unique challenges. We wholeheartedly believe that each of our students is embarking on a journey of self-actualization towards their highest potential. At the Academy, we are committed to providing the necessary support and guidance to help them achieve their goals. Together, we will nurture their talents, paving the way for a bright future ahead.

We take pride in our core values here at AACA- UNITED

Unity

Nurture

Innovation

Tenacity

Empowerment
Dignity

Position Summary:

The Office Manager serves as the central coordinator of front office operations and provides direct administrative support to the Site Administrator and campus staff. This role ensures the efficient day-to-day functioning of the school site, including front desk management, records coordination, communication, and operational support.

The Office Manager maintains professionalism, discretion, and organizational excellence while supporting students, families, staff, and visitors. This position plays a critical role in maintaining compliance with internal policies, California Department of Education (CDE) requirements, and contracting Local Educational Agency (LEA) expectations. The Office Manager contributes to a welcoming, organized, and responsive school environment aligned with the mission and values of the organization.

Essential Duties and Responsibilities

Front Office Operations and Campus Support

·        Serve as the first point of contact for students, families, visitors, vendors, and district personnel, providing professional and courteous assistance.

·        Manage front desk operations, including answering phones, directing calls, greeting visitors, and monitoring campus access in accordance with safety procedures.

·        Coordinate daily campus logistics, including attendance tracking, student scheduling support, and assisting with staff coverage coordination.

·        Monitor and submit maintenance requests, technology support tickets, and facility-related needs

·        Maintain office systems, including supplies inventory, mail distribution, filing systems, and office organization.

·        Support campus operational needs and assist the Site Administrator with day-to-day administrative functions.

·        Assist with onboarding new staff by preparing materials and coordinating site orientation logistics Student

Records, Compliance and Confidential Information

·        Maintain strict confidentiality and professionalism in handling student records, personnel information, and sensitive communications

·        Organize, maintain, and audit student cumulative files to ensure compliance with CDE, LEA, and internal audit requirements.

·        Assist in tracking Individualized Education Program (IEP) meetings to support adherence to legal timelines and organizational standards

·        Prepare, collect, and distribute signed IEP documents and related records in a timely and organized manner

·        Maintain required records for licensing, certification, and compliance reviews

·        Assist with workers’ compensation documentation and maintain compliance records as required

Communication and Family Relations

• Serve as a liaison between families, staff, districts, and administration to support effective communication.
• Communicate school information to families and staff as directed by the Site Administrator.
• Respond to inquiries with