Administrative Manager

One City Schools; Madison (WI); On-site; USD 42,000 - 66,000; Full time

Benefits offered by this job

18 days PTO + school breaks

Comprehensive medical, dental, and vis

401(k) with 5.9% employer match

Life insurance and long-term disabled

Employee Assistance Program

Voluntary benefits

Job summary

One City Schools is seeking an Administrative Manager in Madison, Wisconsin to oversee day-to-day school operations, front desk functions, and broad administrative support for leadership and staff.

You will be the first point of contact for families and visitors, ensuring a welcoming, organized environment and efficient processes across records, mail, supplies, and meetings. The role emphasizes service, accuracy, and proactive problem-solving.

Qualifications

• High School Diploma or equivalent.
• Minimum of 3 years of related experience.
• Proficiency with Microsoft Office and office systems.
• Ability to learn and use new technology.
• Strong problem-solving and organizational skills.
• Ability to lift and push up to 50 pounds.
• Successful completion of background check.

Responsibilities

• Serve as the first point of contact for families, students, and visitors.
• Answer and direct phone calls with professionalism and warmth.
• Respond to general inquiries with accurate information.
• Create a welcoming and positive front office experience.
• Maintain organized systems for records, files, and databases.
• Manage mail, deliveries, and internal distribution.
• Order, track, and inventory office supplies.
• Coordinate maintenance of office equipment.
• Prepare reports, documents, and communications.
• Provide administrative support to leadership and staff.
• Coordinate meetings, schedules, and logistics.
• Prepare and send communications and materials.
• Support internal organization and follow-through.
• Assist in preparing board meeting agendas and materials.
• Coordinate logistics and distribution of board documents.
• Track action items and follow-ups from meetings.
• Process school fee payments and support accounts receivable.
• Assist with financial tracking and reporting.
• Support month-end administrative processes.
• Build positive, respectful relationships with families.
• Represent One City with professionalism and care.

Skills

Organization

Customer service

Multitasking

Professionalism

Proactive mindset

Education

High School Diploma or equivalent

Tools

Microsoft Office

Job description

Full-Time Position | 40+ Hours per Week

POWER THE SYSTEMS AND EXPERIENCES THAT SUPPORT SCHOLARS AND STAFF

At One City Schools, we are building a model of education where every child and family is supported to thrive.

ADMINISTRATIVE MANAGER

One City Schools | Madison, Wisconsin

Full-Time Position | 40+ Hours per Week

POWER THE SYSTEMS AND EXPERIENCES THAT SUPPORT SCHOLARS AND STAFF

At One City Schools, we are building a model of education where every child and family is supported to thrive.

We are looking for a collaborative and highly organized Administrative Manager who brings strong customer service, attention to detail, and a deep commitment to supporting a school community.

This role sits at the center of the organization. You will be the first face many families see and a key partner in ensuring our school operates smoothly every day.

Position Summary

The Administrative Manager ensures the efficient day-to-day operation of school offices, supports leadership and staff, and creates a welcoming, organized environment for students, families, and visitors.

This role requires someone who is both people-centered and systems-oriented—able to build relationships while managing details, processes, and priorities with consistency and care.

What You’ll Do

Reception & Front Office

• Serve as the first point of contact for families, students, and visitors
• Answer and direct phone calls with professionalism and warmth
• Respond to general inquiries with accurate information
• Create a welcoming and positive front office experience

Office Administration

• Maintain organized systems for records, files, and databases
• Manage mail, deliveries, and internal distribution
• Order, track, and inventory office supplies
• Coordinate maintenance of office equipment
• Prepare reports, documents, and communications

Executive & Team Support

• Provide administrative support to leadership and staff
• Coordinate meetings, schedules, and logistics
• Prepare and send communications and materials
• Support internal organization and follow-through

Board & Organizational Support

• Assist in preparing board meeting agendas and materials
• Coordinate logistics and distribution of board documents
• Track action items and follow-ups from meetings

Financial & Operational Support

• Process school fee payments and support accounts receivable
• Assist with financial tracking and reporting
• Support month-end administrative processes

Family Connection

• Build positive, respectful relationships with families
• Support a welcoming, inclusive environment
• Represent One City with professionalism and care

What Success Looks Like

• The front office is organized, welcoming, and responsive
• Leaders and staff are well-supported and prepared
• Systems are clear, accurate, and consistently maintained
• Families feel seen, respected, and supported
• Day-to-day operations run smoothly and reliably

Who You Are

You bring:

• Strong organization and attention to detail
• Excellent customer service and communication skills
• Ability to manage multiple priorities in a fast-paced environment
• Professionalism, discretion, and sound judgment
• A proactive, solutions-oriented mindset
• Comfort with systems, technology, and continuous improvement

Basic Qualifications

• High School Diploma or equivalent
• Minimum of 3 years of related experience
• Proficiency with Microsoft Office and office systems
• Ability to learn and use new technology
• Strong problem-solving and organizational skills
• Ability to lift and push up to 50 pounds
• Successful completion of background check

Leadership & Character

At One City, every role models our Habits of Character: Compassion, Risk, Integrity, Self-Respect, and Perseverance.

You will also:

• Build strong, collaborative relationships with colleagues
• Communicate positively about One City
• Maintain a clean, organized, and welcoming environment
• Show grace and professionalism with all members of the community

What We Offer

• Competitive salary aligned to market and internal equity
• 18 days PTO + school breaks
• Comprehensive medical, dental, and vision benefits
• 401(k) with 5.9% employer match
• Life insurance and long-term disability
• Employee Assistance Program
• Voluntary benefits (supplemental life, accident, etc.)
• Priority enrollment opportunity for your child

About One City Schools

One City Schools is a nonprofit organization dedicated to creating a new model of public education that prepares children for success from birth through high school graduation.

We operate:

• An accredited early childhood program
• A public charter elementary school
• A college-preparatory middle school

Our focus is on academic excellence, strong character, and preparing students to make a positive impact on the world

Equal Opportunity Employer

One City Schools is committed to creating an inclusive environment for all employees and applicants.