Administrative Manager

LINCOLN PARK COOPERATIVE NURSERY SCHOOL; Chicago (IL); On-site; USD 40,000 - 50,000; Full time

Job summary

Lincoln Park Cooperative Nursery School is seeking an Administrative Manager to oversee daily operations, ensuring smooth enrollment, financial management, and compliance. The ideal candidate will have strong organizational skills, a Bachelor's degree, and experience in a high-interaction environment, contributing to a community-centered atmosphere.

Benefits

Health, dental, and vision insurance

Paid Time Off (PTO) and sick leave

Collaborative work environment

Qualifications

• 5+ years of experience in an administrative or operations role.
• Proven experience in financial management and budgeting.
• Experience with event planning and fundraising.

Responsibilities

• Manage student enrollment and billing processes.
• Collaborate with the Executive Director on financial tracking.
• Assist with annual audit processes and compliance paperwork.

Skills

Organizational skills

Interpersonal skills

Communication skills

Problem-solving

Attention to detail

Education

Bachelor's degree in Business Administration or related field

Tools

QuickBooks

Jovial

Mailerlite

Job description

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Lincoln Park Cooperative Nursery School (LPCNS) is seeking a highly organized and detail-oriented Administrative Manager to oversee the daily administrative operations of the school. This role ensures smooth enrollment processes, financial management, compliance, and communication between families, staff, and the Board of Directors. The ideal candidate will be proactive, enjoy working with families, and thrive in a dynamic, community-centered environment.

Key Responsibilities

• Manage student enrollment using Jovial software (training provided).
• Oversee billing, tuition payments, and financial tracking to ensure accuracy and timely collection and payment.
• Collaborate with Executive Director and Accountant to reconcile monthly billing including utilities, services, subscriptions, and material orders. Ensure timely payment of bills.
• Work with auditor during annual audit process.

School Operations & Communication

• Prepare and distribute weekly newsletters via Mailerlite to keep families informed.
• Assist the Executive Director with supporting the Board of Directors.
• Collaborate closely with the Executive Director to align administrative processes with the school's mission and goals.
• Provide administrative support to teaching staff and board of directors, including
• managing school schedules, ordering classroom materials, and assisting with special
• events.
• With the Executive Director, greet families upon arrival and facilitate dismissal each school day.

Human Resources Management

• Monitor and record employee time off.
• Track and input hourly and substitute pay into payroll system.
• Manage employee benefits including coordinating and communicating with outside
• insurance agents.
• Support Annual Auction planning, including coordinating with parent volunteers, securing sponsorships and donations, managing auction software, and ensuring a successful fundraising event.
• Manage the Annual Fund campaign, including setting fundraising targets, crafting donor outreach materials, tracking contributions, and engaging families in giving initiatives.

Building Management

Assist director in managing aspects of building maintenance and improvements including:

• Communication with tenants.
• Communication with Building Committee parent volunteers.
• Coordinating and scheduling regular and acute maintenance needs including:
• Plumbing
• Pest Control
• Cleaning

Parent & Community Engagement

• Act as a welcoming presence, getting to know families, caregivers, and the school community.
• Serve as a point of contact for families regarding administrative needs and school policies.
• Help maintain alumni family database.
• Attend community events as needed to support school engagement.

Compliance & Licensing

• Collaborate with Executive Director to ensure that all DCFS and NAEYC compliance paperwork & requirements are completed and up to date.
• Assist with preparation for licensing visits, renewals, and audits.
• Work with Executive Director on maintaining requirements for City of Chicago business license.

Qualifications & Experience

• Bachelor's degree in Business Administration, Early Childhood Education, Nonprofit Management, or a related field (preferred).
• 5+ years of experience in an administrative or operations role, ideally in an environment with a high volume of client or family interactions, such as a school, nonprofit organization, or healthcare setting.
• Proven experience in financial management, including budgeting, billing, and financial reporting.
• Strong organizational skills, with the ability to manage multiple projects and competing priorities.
• Experience with event planning and fundraising, particularly in a school or nonprofit setting (familiarity with auction or annual fund efforts is a plus).
• Familiarity with early childhood education principles or a background in working with young children and their families (preferred).
• Proficiency in office and communication software, such as Jovial (training will be provided), Google Suite (Docs, Sheets, etc.), Mailerlite, and QuickBooks.
• Strong interpersonal and communication skills for working with diverse groups, including families, teachers, staff, and board members.
• A high degree of attention to detail and the ability to problem-solve in a busy environment.
• Adaptability and a team-oriented mindset, as well as a willingness to sub in the classroom when needed (preferred).

Technical Skills

• Jovial (training provided)
• Mailerlite
• QuickBooks

Salary & Benefits

• $40-50k annually; full time work during the school year, reduced summer hours
• Health, dental, and vision insurance
• Paid Time Off (PTO) and sick leave
• Collaborative and community-driven work environment with opportunities to make a meaningful impact on families

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Project Management and Information Technology

• Industries

  Individual and Family Services

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