Senior Administrative Manager

One City Schools, Inc.•Monona, WI

6d•$55,000 - $70,000•Onsite

About The Position

The Senior Administrative Manager ensures that One City Schools' front office is secure, welcoming, and well run, and that attendance data and family communication flow smoothly between families and school leadership. The front desk is the first point of contact for scholars, families, staff, and visitors, and this role helps shape the community’s experience of the school. The role works within established systems for family communication, attendance, and student support. Questions and concerns are directed to the appropriate staff member identified in the family handbook, in accordance with school protocols for student records and confidentiality. Front office operations, attendance tracking, and family communication are the primary ongoing responsibilities. Scheduled secondary duties include executive assistance to the CAO, enrollment coordination, and volunteer management, with support from the Director of Enrollment, the CAO's Office, and the External Relations Manager. This is a full-time, non-exempt administrative role based primarily at the front desk of One City Schools' Pleasant T. Rowland Leadership Campus in Madison, Wisconsin. Core working hours are 7:30 AM–4:30 PM. Occasional early arrivals, late departures, or schedule adjustments may be needed to support dismissal procedures, school events, or CAO needs. Compensation is commensurate with experience and qualifications. The organization offers health insurance, retirement benefits, professional development opportunities, and paid time off.

Requirements

High school diploma required.
Prior experience in a front office, reception, or administrative support role.
Ability to maintain confidentiality and professionalism while regularly accessing sensitive information.
Strong organizational skills and ability to manage competing priorities within defined time blocks.
Deep commitment to equity and to the academic and personal success of all children.
Ability to provide warm, professional customer service to scholars, families, staff, and visitors.
Ability to route sensitive information to the appropriate staff member in accordance with school policy.
Ability to accurately track attendance and maintain compliant records.
Ability to protect front desk coverage as the primary responsibility while completing secondary duties during scheduled blocks.
Ability to communicate clearly and respectfully with families and visitors, including same-day communication.
Ability to collaborate with the CAO's Office, the Director of Enrollment, and the External Relations Manager, and to follow through on tasks and referrals.

Nice To Haves

Associate's or Bachelor's degree.
Experience in a school setting.
Experience with attendance or student information systems such as PowerSchool.
Prior experience in a school front office or family engagement role.
Experience supporting enrollment coordination, volunteer programs, or executive-level administrative work.

Responsibilities

Serve as the welcoming, professional face and voice of One City Schools at the front desk.
Greet and assist scholars, families, staff, and visitors; manage sign-in, badges, and controlled entry.
Answer incoming calls within three rings and transfer calls or take messages as appropriate.
Sort and distribute mail and deliveries; keep the front desk clean, organized, and stocked with current materials.
Record daily attendance and update PowerSchool with overnight and same-day changes.
Make absence notification calls and follow up on unexcused absences and tardies.
Process early release requests and support dismissal procedures across programs.
Facilitate communication between families and the appropriate staff member in accordance with the family handbook.
Prepare daily attendance lists and notes for the following day.
Monitor controlled entry and visitor-policy compliance; ensure visitors are signed in and accompanied as required.
Maintain visitor sign-in/sign-out procedures and ensure badges remain visible.
Review and help maintain visitor management procedures and front office systems documentation.
Provide scheduled executive support to the CAO, including processing time-sensitive requests and materials.
Review the CAO's weekly calendar and upcoming month to flag items requiring preparation.
Log enrollment inquiries and route them to the Director of Enrollment.
Support enrollment database and records tasks as assigned by the Director of Enrollment.
Support volunteer scheduling and hours tracking in partnership with the External Relations Manager.
Manage front office supply ordering and inventory, including a monthly inventory review.
Provide financial processing oversight as assigned.
Deep clean and organize the front desk, storage areas, and shared work rooms monthly.
Maintain confidentiality of student, family, and staff information in accordance with school policy.
Audit attendance records monthly for compliance and archive completed records.
Update contact lists and staff and stakeholder directories.
Perform other duties as assigned.