Administrative Manager - Student Services

About Five Keys

Five Keys is a nonprofit organization that operates an extensive network of programs across California. With a presence in 14 counties and over 120 locations, Five Keys focuses on various initiatives aimed at empowering individuals and families to overcome poverty and inequity. The organization's programs encompass public charter schools, restorative justice programs in jails and prisons, shelters, permanent supportive housing, and the development of new housing and support programs.

At Five Keys, the overarching objective is to uplift individuals and families by providing essential resources such as education, housing, employment, and tools to sustain progress. The organization aims to create positive and lasting change in communities through a focus on the Five Keys: Education, Employment, Recovery, Family, and Community.

Our Culture

At Five Keys, culture is central to everything we do. We are committed to building an inclusive culture that prioritizes collaboration over hierarchy, creating empowered work teams. Serving vulnerable populations daily, we approach everyone with compassion, patience, and a trauma-informed lens. We embrace difficult conversations to drive meaningful impact and collaboratively foster an inclusive environment.

Core Competencies

• Effective communication and collaboration skills
• Strong problem-solving abilities and a dynamic learning mindset
• High level of cultural and social awareness
• Ability to work well under pressure and maintain appropriate boundaries
• High degree of emotional intelligence

About the Role

The Administrative Manager - Student Services reports to the Director of Student Services and is responsible for providing operational partnership to advance the effectiveness, consistency, and continuous improvement of the Student Services department. This role independently manages initiatives, evaluates processes, develops systems, and provides strategic support to ensure successful execution of departmental priorities across the school.

The Administrative Manager exercises independent judgment in analyzing needs, identifying process improvements, resolving complex issues, and recommending solutions to enhance service delivery and organizational effectiveness. This position collaborates with internal departments and external partners, leads cross-functional initiatives, and serves as a trusted advisor to the Director.

We are looking for someone who maintains a positive attitude, enjoys supporting a diverse group of people, and is organized, resourceful, and solutions-oriented. Ideal candidates have exceptional attention to detail, strong communication skills, and the ability to manage multiple priorities in a fast-paced environment.

Responsibilities

Student Services Oversight & Project Management

• Oversee project timelines, milestones, action items, and deliverables, proactively managing next steps to establish priorities and adjust project plans
• Manage the execution of priorities, initiatives, and strategic projects to advance Student Services functions
• Lead cross-functional operational goals by evaluating requirements, establishing strategies, monitoring progress, and resolving barriers
• Evaluate emerging needs and develop, implement, and oversee special projects and process improvements
• Collaborate on cross-functional committees and initiatives, providing expertise and recommendations

Student Services Administration & Development

• Provide guidance on Student Services policies, enrollment procedures, student records, transportation services, and related systems (e.g., SIS, enrollment platform)
• Develop expertise in Student Services functions, processes, and resources to coordinate initiatives and serve as a resource to staff
• Research, analyze, and synthesize information and stakeholder feedback to identify trends and support planning
• Resolve moderately complex issues by evaluating alternatives and determining appropriate courses of action
• Assess administrative processes to identify risks, inefficiencies, and opportunities for improvement

Resources, Training & Communications

• Create communications, training resources, and implementation activities to ensure consistent application of policies and best practices
• Provide guidance and training to staff on procedures, resources, systems, and established processes
• Develop, implement, and maintain systems, manuals, forms, and training materials to support Student Services standards

Administrative Operations

• Manage shared Student Services inboxes, ensuring timely responses, triage of inquiries, and consistent communication
• Coordinate the Director of Student Services' calendar, meetings, appointments, and key deadlines
• Prepare analyses, reports, presentations, and recommendations to support leadership decision-making and compliance
• Perform other duties as assigned

Requirements

• Bachelor’s Degree (preferred)
• Minimum of three (3) years of progressively responsible experience in education, student services, operations, project coordination, or a related field
• Experience with student information systems, enrollment platforms, or databases preferred
• Bilingual Spanish/English (preferred)

Skills

• Strong organizational, project coordination, and prioritization skills
• Ability to manage multiple projects and deadlines in a fast-paced environment
• Sound judgment, discretion, diplomacy, and professionalism
• Advanced proficiency in Zoom, Microsoft Office, Google Workspace, and databases
• Ability to maintain strict confidentiality and handle sensitive information
• Ability to work independently in a remote environment with high accountability

Physical Requirements

• Must wear provided PPE and adhere to safety guidelines
• Frequent talking, hearing, and conversations
• Long periods of walking, sitting at a desk, or working at a computer station
• Lifting items up to 25 lbs.; reaching, bending, carrying, and stooping

Additional Requirements

• Satisfactory results of a Live Scan (criminal background investigation)
• Jail clearance for positions working in county jails or probation locations (if applicable)
• Proof of clear TB results (dated within 60 days prior to hire)

Work Environment

• Moderate to high noise level
• Work environment varies by site, with some personal safety risk in underserved communities
• Primarily remote/hybrid; must live in Northern or Southern California within Five Keys’ service area
• Willingness and ability to travel to community sites, correctional facilities, and other locations (up to 40% travel)

Benefits

• Affordable medical, dental, and vision insurance
• Generous paid time off
• Pre-tax flexible spending accounts
• 403(b) retirement plan
• Annual reimbursements up to $100 for gym memberships, smoking-cessation programs, and weight-loss programs
• Annual reimbursements up to $50 for athletic-event participation and massages
• Access to a wellness app, wellness coaches, and an Employee Assistance Program for employees and dependents

Growth Opportunities

Five Keys is committed to providing ongoing professional development opportunities, including conferences, staff development training, and coaching plans. These opportunities allow employees to grow into new positions within and across programs, such as schools, housing, and other initiatives.