Administrative Manager

Full-Time Position | Madison, Wisconsin

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, and a college-preparatory middle school. Our focus is on academic excellence, strong character, and preparing students to make a positive impact on the world.

About the role

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.

Responsibilities

• 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

Requirements

• 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

Skills

• 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

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

Benefits

• 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

Schedule

40+ Hours per Week