Administrative Assistant

One City Schools, Inc.; Madison (WI); On-site; USD 40,000 - 48,000; Full time

Benefits offered by this job

Health insurance

Retirement benefits

Professional development opportunities

Paid time off

Job summary

One City Schools in Madison, WI is seeking an Administrative Assistant to welcome Scholars and families, support front office operations, and assist with events at Pleasant T. Rowland Leadership Campus.

This entry-level position offers structured training during the first 90 days, opportunities to grow with the family engagement team, and daily collaboration with campus staff.

Qualifications

• High school diploma or equivalent.
• Three or more years in a public-facing role.
• Warm, patient, respectful communication with families and staff.
• Confidentiality and professionalism.
• Reliable attendance and punctuality, especially mornings.
• Commitment to equity and student success.
• Willingness to learn computer and phone systems with training.

Responsibilities

• Greet Scholars, families, and visitors.
• Support front desk and sign-in procedures.
• Manage attendance-related calls and messaging.
• Coordinate family events and school tours.
• Assist with enrollment paperwork and materials.
• Communicate with staff while protecting confidential information.

Skills

Strong communication

Customer service

Reliability

Confidentiality

Willingness to learn

Collaboration

Warm, welcoming demeanor

Education

High school diploma or equivalent

Job description

Administrative Assistant

One City Schools | Madison, Wisconsin

Full-Time | Non-Exempt Location: Pleasant T. Rowland Leadership Campus Hours: 7:30 AM–4:30 PM, with some evening events Reports to: External Relations Manager Compensation: Commensurate with experience and qualifications

Welcome with warmth. Build connections. Support our community.

At One City Schools, we believe strong relationships with families help Scholars thrive. Every greeting, phone call, and interaction is an opportunity to build trust, strengthen belonging, and help families feel connected to our school community.

We are seeking a dependable, welcoming, and community-minded Administrative Assistant to support family engagement, front office operations, and school events.

This is an entry-level school administrative position. Prior office or computer experience is not required. We provide structured training during the first 90 days, followed by continued coaching and support.

About the Role

As the Administrative Assistant, you will help families feel welcomed, informed, and connected to One City Schools. Your primary responsibilities will include personal outreach to families, support for school events, and front office assistance during arrival and dismissal.

You will work within established school systems for communication, attendance, and student support, directing questions and concerns to the appropriate staff members while protecting confidential information.

This position reports to the External Relations Manager, with daily front office direction provided by the Senior Administrative Manager. You will also collaborate with the Director of Family Engagement and Enrollment, campus leadership, and school staff. Administrative assistance for the elementary and middle school principals will take place during scheduled work blocks.

Key Responsibilities

Family Engagement and Outreach

• Make personal phone calls and send texts inviting families to parent nights, school events, celebrations of learning, and community gatherings.
• Help families schedule parent-teacher conferences, provide reminders, and reschedule missed conferences.
• Encourage participation in Parent Council, send meeting reminders, and help track attendance.
• Track RSVPs and outreach results using call lists, sign-up sheets, and Google Sheets as training progresses.
• Welcome new families by phone, answer basic questions, and connect them with appropriate staff.
• Help collect enrollment and re-enrollment paperwork and remind families of deadlines as assigned.
• Greet families and assist with school tours and enrollment events.
• Prepare and distribute flyers, take-home folders, and event reminders.
• Share family needs or concerns with the Director of Family Engagement and Enrollment for follow-up.

Family Events and Hospitality

• Help prepare for family events, including room setup, sign-in tables, name tags, and materials.
• Coordinate food and refreshments for family nights, conferences, and Parent Council meetings, including ordering, setup, serving, and cleanup.
• Welcome attendees, manage event sign-in, and provide attendance records to the Director of Family Engagement and Enrollment.
• Support staff appreciation and community events as needed.

Front Office and Attendance Support

• Warmly greet Scholars, families, and visitors.
• Support visitor sign-in and badge procedures in accordance with school policy.
• Check in tardy Scholars and issue tardy and hall passes.
• Answer incoming calls during peak periods, transfer calls, and take accurate messages.
• Make absence notification calls using lists provided by the Senior Administrative Manager and document the reasons shared.
• Support arrival, early release, and dismissal procedures.
• Provide front desk coverage during the Senior Administrative Manager’s breaks and scheduled work blocks.

Scheduled Administrative Support

• Copy, laminate, and assemble classroom and family materials for the elementary and middle school principals.
• File documents and organize supplies, workrooms, and bulletin boards.
• Deliver messages, materials, and supplies across campus.
• Prepare materials for staff meetings, assemblies, and Scholar recognition events.
• Complete computer-based tasks, including documents, spreadsheets, and email, as skills develop.

Confidentiality and Professional Responsibilities

• Protect the confidentiality of Scholar, family, and staff information in accordance with school policy and FERPA.
• Share Scholar information only with authorized guardians and appropriate staff.
• Direct sensitive questions about grades, discipline, health, or custody to the appropriate staff member identified in the family handbook.
• Perform other duties as assigned.

Training and Professional Growth

One City Schools provides a structured introduction to school systems, technology, and front office responsibilities.

Days 1–30: Learn the Foundations

• Shadow front office staff during arrival and dismissal.
• Learn the phone system, visitor procedures, tardy and pass procedures, and family handbook.
• Complete confidentiality and FERPA training.
• Build basic computer skills, including logging in, using email, and typing.

Days 31–60: Build Confidence

• Make absence and event reminder calls independently.
• Learn Google Calendar, basic Google Sheets functions, and the school’s family texting tool.
• Help set up and staff at least one family event.

Days 61–90: Take Greater Ownership

• Lead outreach for parent nights, conferences, and Parent Council, from initial calls through final RSVP counts.
• Create simple documents and flyers.
• Work independently during assigned front desk blocks.

Ongoing coaching and digital literacy classes, where available, will support continued growth during work hours.

Qualifications

Required

• High school diploma or equivalent.
• Three or more years of experience in customer service, hospitality, food service, retail, or another public-facing role.
• Reliable attendance and punctuality, particularly for morning arrival responsibilities.
• Warm, patient, and respectful communication with children and adults, both in person and by phone.
• Willingness to learn computer and phone systems with training and support.
• Ability to maintain confidentiality and professionalism.
• Commitment to equity and the academic and personal success of all children.
• Successful completion of a criminal background check.

Preferred

• Connection to the One City Schools community or the neighborhoods our families call home.
• Experience organizing events, catering, or serving large groups.
• Ability to communicate in an additional language spoken by our families.

What You Bring

• A welcoming presence: You help Scholars, families, and visitors feel seen and respected.
• Relationship-building skills: You build trust through consistent, personal communication.
• Dependability: You arrive on time, complete tasks, and follow through on commitments.
• Calm and organization: You remain patient and focused during busy school days and events.
• A willingness to grow: You ask questions, accept feedback, and practice new skills.
• Discretion: You handle sensitive information carefully and direct concerns appropriately.
• Collaboration: You work flexibly with front office staff, school leaders, and the family engagement team.

Working Conditions

• Full-time, school-based position with core working hours of 7:30 AM–4:30 PM.
• Regular interaction with Scholars, families, staff, and visitors in the front office and across campus.
• Standing, walking, and lifting up to 25 pounds for event setup.
• Some evening hours for parent nights, conferences, and Parent Council meetings, with schedule adjustments or overtime pay consistent with non-exempt status.

Compensation and Benefits

Compensation will be commensurate with experience and qualifications.

One City Schools offers a competitive benefits package that includes health insurance, retirement benefits, professional development opportunities, and paid time off.

About One City Schools

One City Schools is a K–8 charter school network in Madison, Wisconsin, dedicated to closing achievement and opportunity gaps affecting children of color and under-resourced children.

Our organization operates three schools and serves as a model for equity-focused public education. Our approach incorporates EL Education, CASEL-aligned social-emotional learning, Teach Like a Champion strategies, and our CRISP Habits of Character: Compassion, Risk, Integrity, Self-Respect, and Persistence.

Our mission is to prepare children from birth through higher education to tackle today’s challenges, solve tomorrow’s greatest problems, and lead successful, happy, and enriching lives.

Our Commitment to Diversity, Equity, and Inclusion

One City Schools is committed to building a diverse, equitable, and inclusive organization that prepares all children, particularly children of color and under-resourced children, for school success, leadership, and life.

One City Schools does not discriminate in employment on the basis of race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, or any other characteristic protected by law.