What are the responsibilities and job description for the Administrative Manager position at One City Schools?
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
You bring:
At One City, every role models our Habits of Character: Compassion, Risk, Integrity, Self-Respect, and Perseverance.
You will also:
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:
EQUAL OPPORTUNITY EMPLOYER
One City Schools is committed to creating an inclusive environment for all employees and applicants.
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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
- 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
- Support a welcoming, inclusive environment
- Represent One City with professionalism and care
- 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
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
- 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
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
- 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
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
EQUAL OPPORTUNITY EMPLOYER
One City Schools is committed to creating an inclusive environment for all employees and applicants.
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5OYc7S6zzE