Auxiliary Programs Office Manager

## Description ## **Position Purpose:** The Auxiliary Programs Office Manager oversees the administrative operations and business systems that support Shorecrest's Auxiliary Programs Department. This position ensures the efficient and accurate operation of department-wide systems including financial processing, facility rentals administration, registration support (for assigned programs), purchasing, records management, and general office operations. This role is responsible for maintaining the infrastructure that allows auxiliary programs to function smoothly and efficiently, providing high-quality service to families, staff, and internal stakeholders. ## **Essential Functions** - Provide comprehensive administrative and operational support for the Auxiliary Programs Department, ensuring efficient day-to-day office operations - Maintain departmental records, digital filing systems, shared calendars, and administrative workflows to support effective communication and organization - Coordinate onboarding and administrative processes for auxiliary staff, including required compliance documentation - Prepare, process, and maintain contracts for auxiliary program instructors, vendors, and facility rentals, ensuring all required documentation, approvals, and records are complete and current - Serve as a primary administrative point of contact for the department, responding to general inquiries and directing program-specific matters to the appropriate team member - Configure and maintain the Summer at Shorecrest registration season in CampBrain in accordance with departmental programming and operational plans - Oversee enrollment, waitlists, and withdrawals - Maintain registration standards, reporting structures, and data integrity - Support troubleshooting and system assistance for families and staff - Generate reports and data as requested by department leadership - Process invoices, check requests, and vendor payments in coordination with the Business Office - Track departmental expenses and support budget monitoring - Manage purchasing requests and supply orders - Ensure accurate documentation of financial transactions and vendor records - Serve as the primary point of contact for facility rental inquiries. - Maintain the master rental calendar in coordination with school-wide scheduling - Prepare rental agreements using approved templates - Collect required documentation including insurance certificates and compliance materials - Coordinate logistics with Facilities, Security, and campus partners - Process rental billing and support revenue tracking - Respond to parent inquiries regarding registration logistics, billing, and scheduling - Provide timely, professional communication to families and vendors - Route program-specific or experience-related concerns to appropriate leadership - Support consistent departmental communication processes - Identify and implement improvements to administrative workflows and systems - Maintain efficiency across registration, billing, and operational processes - Support seasonal program setup in collaboration with program leadership - Assist with special projects as assigned by the Director of Auxiliary Programs ## Requirements - Associate or bachelor’s degree preferred. - 2–4 years of experience in administrative support, operations, auxiliary, or school office management - Strong experience with registration systems (CampBrain strongly preferred) - Excellent organizational skills and attention to detail - Strong customer service and communication skills - Ability to manage multiple priorities and deadlines in a fast-paced environment - Proficiency with Google Workspace and Microsoft Office - Commitment to Shorecrest’s Mission and Core Values