Administrative Manager

POSITION POSTED:  8/6/2024

FULL-TIME POSITION

HOURS: 40+              

DEADLINE TO APPLY 

One City Schools believes in identifying and hiring the best possible candidates to serve our scholars, families and school community.  The position will remain open until we find the right candidate to join the One City Schools Family, in the role of Administrative Manager.  

POSITION SUMMARY

We are looking for a fun, energetic, inspiring, and detailed-oriented team player with great customer service skills to serve as our Senior Administrative Manager. This person must enjoy working in an educational setting that’s focused on helping young children and their families, reach their full potential. This is a full-time position with benefits and competitive pay.

PERFORMANCE RESPONSIBILITIES

One City’s Senior Administrative Manager will ensure the efficient day-to-day operation of school offices, greet families and guests, and support the work of management, staff, volunteers and partners. Specific performance responsibilities include:

Reception

❑ Answering general phone inquiries using a professional and courteous manner.

❑ Directing phone inquiries to the appropriate staff members.

❑ Replying to general information requests with the accurate information.

❑ Greeting parents, students, partners, volunteers, and suppliers/contractors in a professional and friendly manner.

Office Administration

❑ Creating and revising systems and procedures by analyzing operating practices, recordkeeping systems, forms control, office layout, and budgetary and personnel requirements; implementing changes.

❑ Using computer word processing, spreadsheet, and database software to prepare reports, memos, and documents.

❑ Sorting incoming mail, faxes, and courier deliveries for distribution.

❑ Forwarding incoming phone calls, voice mail and general e-mails to the appropriate staff member.

❑ Purchasing, receiving, storing, and inventorying supplies, ensuring that basic supplies are always available.

❑ Coding and filing documents, records, and material according to the established procedures.

❑ Updating and ensuring the accuracy of the organization's databases.

❑ Coordinating the maintenance of office equipment.

Executive Support

❑ Providing secretarial and administrative support to management staff.

❑ Making travel, meeting, and other arrangements for staff.

❑ Preparing and sending outgoing faxes, mail, and courier parcels.

Provide Board support

❑ With the management team, prepare meeting agendas and supporting material for distribution.

❑ Ensure the timely distribution of material to the Board.

❑ Support the Board with meeting, travel, and other arrangements.

❑ Create action lists for management staff from board meetings.

Assist with financial management

❑ Receiving school fee payments from parents.

❑ Processing accounts receivable ensuring timeliness, accuracy of codes, appropriate backup.

❑ Assisting with financial reports as required and completing month-end duties as required.

Family Connections

❑ Builds and maintains positive and engaging relationships with parents.

❑ Respects each family’s uniqueness and advocates for children and families, and One City.

Professionalism

❑ Respects and honors the confidentiality of records and information regarding students, families, and teachers in accordance with accepted professional ethics, and state and federal laws.

❑ Upholds and enforces board policy, administrative procedures, and center rules and regulations, and is supportive of them to the public.

❑ Maintains appropriate work habits, including regular and punctual attendance and appropriate use of planning time and establishes and maintains cooperative relationships with other staff members.

❑ Strives to communicate the positive aspects of One City to the public in word and deed.

❑ Helps maintain a clean and orderly work environment and facility at all times, and shows grace and support when engaging children, parents and guests who utilize or visit One City.

❑ Participates in special events hosted by One City, and performs other duties as assigned by the supervisor.

LEADERSHIP QUALITIES

• Model One City’s Habits of Character: integrity, self-respect, compassion, perseverance and a willingness to encourage and allow scholars to take risks;
• Maintain appropriate work habits, including punctual, consistent attendance and appropriate use of planning time;
• Establish and maintain cooperative relationships with colleagues while demonstrating commitment to teamwork;
• Strive to communicate the positive aspects of One City Schools to the public in word and deed;
• Help maintain a clean, orderly and welcoming educational environment and facility;
• At all times and shows grace and support when engaging children, parents and guests who utilize or visit One City; 
• Demonstration of excellence with judgment, decision making, problem-solving skills and an innovative mindset;
• Energetic, flexible and open-minded; a willingness to embrace strategic change based on best interests of our scholars;
• Self-reflective and proactive with a growth mindset, including the desire to receive and give feedback.

BASIC QUALIFICATIONS AND REQUIREMENTS

• Strong commitment to the mission, vision, goals, and objectives of One City, and to working with young children from diverse racial/cultural populations and their families.
• High School Diploma or Equivalency with a minimum of three years (3) of related professional experience.
• Proficient use of office equipment: computer, multi-phone and voice messaging systems, fax, and copier.
• Proficient use of Microsoft Office and related computer programs: word processing, databases, spreadsheets, bookkeeping, email, and Internet; significant comfort learning and using new technology and software.
• Excellent judgment and creative problem-solving skills.
• Energetic, flexible, collaborative, and proactive.
• Ability to regularly and routinely lift and push at least 50 pounds.
• Completion of a background check required.
• Be at least 18 years of age.

WHAT WE OFFER: COMPENSATION and BENEFITS

One City offers salaries and wages that are competitive within our local market and area public schools, as well as comprehensive benefits to all full-time employees. Benefits include:

• Generous time-off program, including 18 Days of PTO and holidays, spring break and winter break (follows MMSD)
• Comprehensive health benefits (medical, dental and vision)
• Voluntary Benefits (Supplemental Life, Accident, Short Term Disability, etc.)
• Your age-eligible child automatically admitted to an open seat at One City Schools 
• Life Insurance and Long-term Disability
• Employee Assistance Plan
• Compensation will be consistent with One City’s approved compensation plan as stipulated by the Board of Directors.

BACKGROUND ON ONE CITY SCHOOLS

Established in 2014, One City Schools, Inc. is a nonprofit school management organization based in Madison, Wisconsin that operates high quality preschools and public charter 4K - 12 schools in Wisconsin. One City's mission is to seed a new model of public education that ensures children and teens are on track to succeed in a college or career preparatory program from birth through high school graduation. We are dedicated to ensuring that our Scholars live and lead with good character, practice self-care and personal wellness, and possess the requisite knowledge, skills, motivation, adaptability, and preparation to make the world better through acts of community service, and whatever careers or occupations they will choose in the future.

One City Preschool (OCP) is an accredited, award-winning, tuition-based early childhood learning center operated by One City Schools, Inc. that serves children ages 3 months through 4 years. We facilitate and support your child’s early learning, development, and wellness within a play-based learning environment, which leads to their success and a joy for learning in grade school and beyond. OCP is accredited by the City of Madison (WI) Child Care Division and recognized as a 5-Star (out of 5) childcare program by the Wisconsin Department of Children and Families. Note: OCP also operates a preschool serving infants and one-year-olds, but these age levels are currently only available to the staff of One City Schools.

One City Elementary School (OCES) is a tuition-free public charter school in Madison, Wisconsin, dedicated to preparing children in grades 4K to 5 to have a positive and sustainable impact on the world. Established in 2018 by One City Schools, OCPA fosters a deep love of learning, community, and strong character within its students. By cultivating broad cultural and global perspectives, OCES empowers its young scholars to think deeply and critically, solve complex problems, and approach challenges with confidence, commitment, joy, and creativity. The school's emphasis on reading, writing and STEM, along with personal wellness, teamwork, effective communication, and high-quality work, equips children for success in middle school and beyond.

One City Preparatory Academy (OCPA) is a tuition-free public charter school in Madison, Wisconsin, dedicated to preparing young people in grades 6 through 12 to have a positive and sustainable impact on the world. Established in 2022 by One City Schools, OCPA fosters a deep love of learning, community, and strong character within its students. By cultivating broad cultural and global perspectives, OCPA empowers its scholars to think deeply and critically, solve complex problems, and approach challenges with confidence, commitment, joy, and creativity. The school's emphasis on personal wellness, teamwork, effective communication, and high-quality work equips its students for success in high school, college and beyond.

EQUAL OPPORTUNITY EMPLOYER

One City is an equal opportunity employer and is committed to a policy of equal opportunity for all team members and applicants, and to maintaining a work environment in which everyone is treated with respect and dignity. 

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