Senior Administrative Manager

One City Schools; Monona (WI); On-site; USD 55,000 - 75,000; 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, seeks a Senior Administrative Manager to ensure a secure, welcoming front office and smooth attendance and family communication flow with school leadership.

The role includes scheduled executive support for the CAO, enrollment coordination, and volunteer management, coordinated with the Director of Enrollment and External Relations Manager for consistent front desk coverage.

Qualifications

• High school diploma required; Associate's or Bachelor's degree preferred.
• Prior experience in front office, reception, or administrative support; school setting preferred.
• Experience with attendance or student information systems (PowerSchool) preferred.
• Demonstrated ability to maintain confidentiality and professionalism in a role with sensitive information.
• Strong organizational skills and ability to manage competing priorities within defined time blocks.
• Deep commitment to equity and to the academic and personal success of all children.
• Experience supporting enrollment coordination, volunteer programs, or executive-level administrative work (preferred).

Responsibilities

• Front Office Operations & Reception: greet, sign-in, manage badges, answer calls, sort mail, keep area stocked.
• Attendance Tracking & Family Communication: record attendance, update PowerSchool, notify absences, support early releases.
• Visitor Management & Security: sign-in, badge visibility, monitor policy compliance.
• Secondary Support: CAO Administrative Assistance (scheduled blocks).
• Enrollment Coordination (Scheduled Block): log inquiries and route to Director of Enrollment.
• Volunteer Coordination (Scheduled Block): assist scheduling and tracking.
• Supply, Operations & Financial Processing Support: manage supplies, oversee finances, organize spaces.
• Documentation & Compliance: maintain confidentiality, audit records, update directories.
• Additional Duties: other tasks as assigned.

Skills

Front office

Attendance tracking

Family communication

Executive support

Enrollment coordination

Volunteer coordination

Confidentiality

Time management

Education

High school diploma

Associate's or Bachelor's preferred

Tools

PowerSchool

Job description

ORGANIZATION
One City Schools, Inc.
Location:Pleasant T. Rowland Leadership Campus, Madison, Wisconsin
Scope: Primary focus on front office operations, attendance, and family communication; secondary, scheduled support for executive assistance to the CAO, enrollment coordination, and volunteer management
Reports to: External Relations Manager
Key Collaborators: CAO's Office; Director of Enrollment; External Relations Manager; campus leadership and staff
Classification: Non-instructional administrative staff | Non-Exempt | Full-time

ORGANIZATIONAL CONTEXT

One City Schools is a K-8 charter school network in Madison, Wisconsin, dedicated to breaking cycles of achievement and opportunity gaps affecting children of color and under-resourced children. The organization operates three schools and serves as a model for 21st century equity-focused education reform. One City Schools leverages evidence-based educational frameworks including EL Education, CASEL-aligned social-emotional learning, TLAC strategies, and CRISP values (Compassion, Risk, Integrity, Self-Respect, Persistence) to prepare all children from birth through higher education to tackle today\'s challenges, solve tomorrow\'s greatest problems, and lead successful, happy, and enriching lives as adults.

Position Summary

The Senior Administrative Manager ensures that One City Schools' front office is secure, welcoming, and well run every day, and that attendance data and family communication flow smoothly between families and school leadership. The front desk is the first point of contact for every scholar, family member, staff member, and visitor, and the tone this role sets there shapes how the school is experienced by the community.

This role operates within the school\'s established systems for family communication, attendance, and student support: questions and concerns are directed to the appropriate staff member identified in the family handbook, consistent with school protocol on student records and confidentiality.

Front office operations, attendance tracking, and family communication are this role\'s primary and ongoing responsibility. Executive support for the CAO, enrollment coordination, and volunteer management are valued secondary duties, carried out in scheduled blocks with established support from the Director of Enrollment, the CAO's Office, and the External Relations Manager, so that front desk coverage remains consistent and the overall workload stays sustainable.

Core Responsibilities

Front Office Operations & Reception

• Serve as the welcoming, professional face and voice of One City Schools at the front desk
• Greet and assist scholars, families, staff, and visitors promptly; manage sign-in, badges, and controlled entry
• Answer all incoming calls within three rings; transfer calls or take messages as appropriate
• Sort and distribute mail and deliveries
• Keep the front desk clean, organized, and stocked with current materials

Attendance Tracking & Family Communication

• Record daily attendance and update PowerSchool with overnight and same-day changes
• Make absence notification calls and follow up on unexcused absences and tardies
• Process early release requests and support dismissal procedures across programs
• Facilitate communication between families and the appropriate staff member, consistent with the family handbook
• Prepare daily attendance lists and notes for the following day

Visitor Management & Security

• Monitor controlled entry and visitor policy compliance; ensure visitors are signed in and accompanied as required
• Maintain visitor sign-in/sign-out procedures and badge visibility at all times
• Review and help maintain visitor management procedures and front office systems documentation

Secondary Support: CAO Administrative Assistance (Scheduled Block)

• Provide executive support to the CAO during a scheduled block each day, including processing time-sensitive requests and materials
• Scan the CAO\'s calendar for the week and flag items needing preparation; review the CAO\'s upcoming month for preparation needs

Secondary Support: Enrollment Coordination (Scheduled Block)

• Log enrollment inquiries and route them to the Director of Enrollment
• Support enrollment database and records tasks as assigned by the Director of Enrollment

Secondary Support: Volunteer Coordination (Scheduled Block)

• Support volunteer scheduling and hours tracking in partnership with the External Relations Manager

Supply, Operations & Financial Processing Support

• Manage front office supply ordering and inventory; complete monthly supply inventory review
• Provide financial processing oversight as assigned
• Deep clean and organize the front desk, storage areas, and shared work rooms monthly

Documentation & Compliance

• Maintain confidentiality of student, family, and staff information in accordance with school policy
• Audit attendance records for compliance on a monthly basis and archive completed records
• Update contact lists and staff/stakeholder directories

Additional Duties

• Perform other duties as assigned

Required Qualifications

KEY COMPETENCIES AND QUALIFICATIONS

• High school diploma required; Associate\'s or Bachelor\'s degree preferred
• Prior experience in a front office, reception, or administrative support role; experience in a school setting preferred
• Experience with attendance or student information systems (e.g., PowerSchool) preferred
• Demonstrated ability to maintain confidentiality and professionalism in a role with regular access to sensitive information
• Strong organizational skills and the ability to manage competing priorities within defined time blocks
• Deep commitment to equity and to the academic and personal success of all children
• Preferred Qualifications
• Prior experience in a school front office or family engagement role
• Experience supporting enrollment coordination, volunteer programs, or executive-level administrative work

Essential Competencies

• Front Desk Excellence & Customer Service: Ability to serve as a warm, professional first point of contact for scholars, families, staff, and visitors
• Confidentiality & Professionalism: Ability to route sensitive information to the appropriate staff member and in accordance with school policy
• Attendance & Records Management: Ability to accurately track attendance and maintain compliant records
• Time Management & Prioritization: Ability to protect front desk coverage as the primary responsibility while completing secondary duties within their scheduled blocks
• Communication & Family Engagement: Ability to communicate clearly, respectfully, and same-day with families and visitors
• Collaboration & Follow-Through: Ability to work closely with the CAO\'s Office, the Director of Enrollment, and the External Relations Manager, and to follow through on tasks and referrals

WORKING CONDITIONS

• Full-time, non-exempt role based primarily at the front desk, with core working hours of 7:30 AM–4:30 PM
• Front office and school-based environment, with regular contact with scholars, families, staff, and visitors
• May require occasional early arrival, late departure, or schedule adjustment to support dismissal procedures, school events, or CAO needs

Compensation And Benefits

Compensation will be commensurate with experience and qualifications. One City Schools offers a competitive benefits package including health insurance, retirement benefits, professional development opportunities, and paid time off. Given current organizational fiscal constraints, the salary structure reflects One City Schools\' commitment to fiscal sustainability during this period.