Operations Office Manager

COLORADO ACADEMY; Denver (CO); On-site; USD 44,000 - 47,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

Life Insurance

403(b) retirement plan

Job summary

Colorado Academy seeks an experienced Office & Operations Manager to run day‑to‑day office work and lead cross‑department projects. You will manage facilities, transportation, and records, while ensuring policies are followed and workflows run smoothly.

The role requires 3+ years in office management, strong communication skills, and proficiency with Google Workspace and payroll/financial tools. A Bachelor’s degree is preferred, with PMP/CAPM being a plus.

Qualifications

• At least three years of office management or administrative experience.
• Comfortable with Google Workspace and Microsoft Office.
• Strong writing and speaking skills for diverse stakeholders.
• Experience with budget tracking, invoicing, and financial records.
• Experience coordinating cross‑department projects and timelines.

Responsibilities

• Run daily administrative operations for the Operations Department.
• Manage facility use requests and campus communications.
• Oversee the Director of Operations' calendar and staff training.
• Lead cross‑department projects and track milestones with stakeholders.
• Maintain audit-ready records and help ensure regulatory compliance.

Skills

Google Workspace

Microsoft Office

Budget tracking

Project management

Communication

Vendor management

Education

Bachelor's degree

PMP certification or CAPM

Tools

CMMS platforms

Payroll software

Facilities management software

Job description

This is a full-time, year-round position in the Operations Department. It reports to the Director of Operations.This person runs the day-to-day office work for Operations and also leads projects that involve other departments. They make the office run smoothly, improve how things are done, and manage projects from start to finish.They work independently to manage office workflows, oversee administrative tasks, handle compliance and financial records, and act as the main point of contact for all of Operations — including facilities, transportation, custodial services, and grounds.QualificationsRequiredAt least three years of office management or administrative experience, ideally in facilities, operations, or on a school campusComfortable with Google Workspace and Microsoft Office; experience with work order systems, payroll software, and financial tracking toolsStrong writing and speaking skills, and can work professionally with faculty, staff, families, and vendorsCan juggle competing priorities and make sound decisions with little supervisionExperience building project timelines, tracking milestones, and keeping stakeholders updatedCan coordinate across several departments at onceExperience with budget tracking, processing invoices, and keeping financial recordsMotor vehicle record must meet school standardsPreferredBachelor's degreeExperience at an independent school, college, or nonprofitExperience supervising or coordinating other people's workFamiliarity with CMMS platforms, payroll systems, or facilities management softwareProject Management Professional (PMP) certification or similar training (e.g., CAPM, Agile/Scrum)Experience managing projects that span multiple departmentsKey ResponsibilitiesOffice & Administrative ManagementRun the daily administrative operations of the Operations Department, and build efficient workflows, systems, and proceduresManage facility use requests — coordinate with the campus community, make sure policies are followed, and communicate approvals and detailsManage the key system, keep accurate records, and work with supervisors on access changesTrack equipment inspections, required certifications, safety paperwork, and renewal deadlinesServe as the main contact for the Director of Operations, handling most inquiries directly and escalating when neededManage the Director's calendar, prioritizing based on department and school needsBe the go-to expert for the department's software systems, and train and support staff on themMonitor radio communications for operations, serving as the department's communications hubSupervise operations administrative staff, student workers, or temporary employeesDraft, review, and route correspondence for the departmentManage onboarding paperwork and records for Operations staffFinancial Oversight & Budget ManagementManage and reconcile the department's operating budget — track spending, flag variances, and report to the DirectorReview and process vendor invoices and billing; resolve issues directly with vendors before escalatingOversee payroll for the Operations Department, making sure it's accurate and on timeManage purchasing of supplies, equipment, and furniture — get competitive quotes and follow school purchasing rulesKeep financial records organized and prepare budget reports as neededProject Management & Cross-Department WorkBuild and manage timelines for capital and department projects, with clear, tracked milestones and deliverablesCoordinate cross-department projects, working with Finance, Human Resources, Technology, Athletics, and Academics on scope, resources, and timelinesRun project kickoff meetings, check-ins, and closeout reviews; share notes, action items, and updates with stakeholdersKeep a project tracker so the Director of Operations always knows the status of active projects, upcoming deadlines, and risksManage scope or timeline changes, and quickly tell stakeholders how they affect budget, staffing, or deliverablesCoordinate vendor and contractor timelines for facilities and capital projects, and escalate issues as neededSupport event planning and facilities logistics, handling administrative details and communicationCompliance & Record-KeepingKeep organized, audit-ready records and files for the Operations DepartmentTrack compliance documents, insurance certificates, vendor contracts, and required filings, and make sure renewals happen on timeWork with the Director of Risk Management on incident reports and compliance recordsOther duties as assignedAll employees at CA are expected to carry out the CA Mission, "Creating Curious, Kind, Courageous, and Adventurous Learners and Leaders," to support the vision of CA, and to contribute to the life of the school outside of the classroom.This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications required for the position. Colorado Academy reserves the right to modify or revise this job description at any time.The pay for this position is $32.00-$34.00 an hour. Although this is a good faith and reasonable estimate of the possible compensation at the time of posting, Colorado Academy reserves the right to pay more or less than the posted range. Any wage differential that may exist for the position does not relate to sex, gender, or gender identity, but relates solely to a seniority system, a merit system, or relevant education, training and/or experience. Medical, Dental, Vision, and Life Insurance benefit programs are available, as is a 403(b) retirement plan. Eligibility for all benefit programs is defined by the applicable plan document.Applicants are invited to visit the Colorado Academy website (www.coloradoacademy.org) to learn more about the program and the school.Colorado Academy prohibits discrimination and unlawful harassment in any of its programs, procedures, or practices on the basis of age, color, disability, national origin, ancestry, race, religion or creed, gender expression, sex, sexual orientation, gender identity, military service, marital status, genetic information, or other protected classifications defined by federal or Colorado laws. The policy applies in all aspects of employment with CA.Colorado Academy is committed to fostering an inclusive, respectful, and equitable workplace. Employees are expected to engage in professional conduct that reflects cultural awareness, respect for differing identities, and openness to diverse perspectives. Employment decisions including hiring, evaluation, promotion, and compensation are based on qualifications, performance, and institutional needs.