Administrative Manager - Student Services

Five Keys Schools and Programs•San Gabriel, CA

3d•$75,000 - $85,000•Hybrid

About The Position

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 a wide range of services, including 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 them with essential resources. This includes education, housing, employment, and the necessary tools to sustain their progress. By offering these fundamental elements, the organization aims to create positive and lasting change in communities, making them better places for everyone. The Administrative Manager - Student Services reports to the Director of Student Services and is responsible for providing operational partnership that advances the effectiveness, consistency, and continuous improvement of the Student Services department. This position independently manages and oversees initiatives, evaluates processes, develops and maintains systems and resources, and provides strategic support to ensure the successful execution of departmental priorities across the school. The Administrative Manager exercises independent judgment and discretion in analyzing needs, identifying process improvements, resolving complex issues, and recommending solutions that enhance service delivery and organizational effectiveness. Working collaboratively with internal departments and external partners, this position leads cross-functional initiatives, develops procedures and resources, and serves as a trusted advisor to the Director by supporting informed decision-making, policy implementation, and the achievement of departmental and organizational goals. We are looking for someone who insists on maintaining a positive attitude and enjoys supporting a diverse group of people. If this job is for you, you are organized, resourceful, and solutions-oriented, with exceptional attention to detail, strong communication skills, and the ability to manage multiple priorities simultaneously. You thrive in a fast paced-environment, exercise sound judgement, build collaborative relationships across departments, and enjoy creating efficient systems that enhance effectiveness.

Requirements

Bachelor’s Degree (preferred)
Minimum of three (3) years of progressively responsible experience in education, student services, operations, project coordination, administrative support, or a related field.
Experience working with student information systems, enrollment platforms, databases or other operational systems preferred.
Strong organizational, project coordination, and prioritization skills
Ability to manage multiple projects, deadlines, and competing priorities in a fast-paced environment
Ability to exercise sound judgment, discretion, diplomacy, and professionalism
Advanced proficiency in Zoom, Microsoft Office, Google Workspace, and databases
Able to maintain strict confidentiality and take all precautions when handling sensitive information
Ability to effectively and independently work in a remote environment with a high degree of accountability, initiative, and self-direction
Must wear the provided PPE (Personal Protective Equipment) and adhere to all safety guidelines and requirements when needed
Satisfactory results of a Live Scan (criminal background investigation)
Successfully obtaining jail clearance for positions working in county jails or probation locations
Submitting proof of clear TB results. Results dated within 60 days prior to hire date are acceptable

Nice To Haves

Bilingual Spanish/English (Preferred)

Responsibilities

Oversee project timelines, milestones, action items, and deliverables, proactively managing next steps to establish priorities, adjust project plans, and recommend corrective actions
Manage the execution of priorities, initiatives, and strategic projects to advance the effectiveness, consistency, and continuous improvement of Student Services functions
Lead cross-functional operational goals by evaluating project requirements, establishing strategies, monitoring progress, and resolving barriers
Evaluate emerging needs and develop, implement, and oversee special projects and process improvement initiatives that support departmental and organizational goals
Collaborate on cross-functional committees, workgroups, and organizational initiatives, providing expertise and recommendations to support informed decision-making
Provide comprehensive guidance on Student Services policies, enrollment procedures, student records, transportation services, the student information system (SIS), the enrollment platform and related processes
Develop expertise in Student Services functions, processes, systems, and resources to coordinate initiatives, oversee implementation, and serve as a resource to staff and cross-functional partners
Research, analyze, and synthesize information and stakeholder feedback to identify trends and support planning
Identify and resolve moderately complex issues by evaluating alternatives, exercising sound judgment, and determining appropriate courses of action or escalation when necessary
Assess administrative processes and practices to identify risks, inefficiencies, and opportunities for improvement
Create communications, training resources, and implementation activities to support consistent practices and effective service delivery to ensure consistent application of policies, procedures, and best practices throughout the Student Services department
Provide guidance and training to staff on procedures, resources, systems, and established processes
Create, implement, and maintain systems, procedures, manuals, forms, training materials, and other resources to support consistent application of Student Services policies and standards
Manage shared Student Services inboxes, ensuring timely responses, appropriate triage of inquiries, assignment of tasks, and consistent communication with students, families, staff, and external partners
Coordinate the Director of Student Services' calendar, meetings, appointments, and key deadlines to support planning and priorities
Prepare analyses, reports, presentations, and recommendations that support leadership decision-making, strategic planning, regulatory compliance, and departmental performance monitoring.
Perform other duties as assigned

Benefits

Affordable medical, dental, and vision insurance
Generous paid time off
Pre-tax flexible spending accounts
403(b) retirement plan
Annual reimbursements of up to $100 for gym memberships, smoking-cessation programs, and weight-loss programs
Up to $50 per year for athletic-event participation and massages
Access to a wellness app
Wellness coaches
Employee Assistance Program for employees and their dependents
Ongoing professional development opportunities including conferences, staff development training, and coaching plans