Senior Administrative Manager

Senior Administrative Manager

ORGANIZATION

One City Schools, Inc.

Location:Pleasant T. Rowland Leadership Campus, Madison, Wisconsin

Scope: Primary focus on front office operations, attendance, and family communication; secondary, scheduled support for executive assistance to the CAO, enrollment coordination, and volunteer management

Reports to: External Relations Manager

Key Collaborators: CAO's Office; Director of Enrollment; External Relations Manager; campus leadership and staff

Classification: Non-instructional administrative staff | Non-Exempt | Full-time

ORGANIZATIONAL CONTEXT

One City Schools is a K-8 charter school network in Madison, Wisconsin, dedicated to breaking cycles of achievement and opportunity gaps affecting children of color and under-resourced children. The organization operates three schools and serves as a model for 21st century equity-focused education reform. One City Schools leverages evidence-based educational frameworks including EL Education, CASEL-aligned social-emotional learning, TLAC strategies, and CRISP values (Compassion, Risk, Integrity, Self-Respect, Persistence) to prepare all children from birth through higher education to tackle today's challenges, solve tomorrow's greatest problems, and lead successful, happy, and enriching lives as adults.

POSITION SUMMARY

The Senior Administrative Manager ensures that One City Schools' front office is secure, welcoming, and well run every day, and that attendance data and family communication flow smoothly between families and school leadership. The front desk is the first point of contact for every scholar, family member, staff member, and visitor, and the tone this role sets there shapes how the school is experienced by the community.

This role operates within the school's established systems for family communication, attendance, and student support: questions and concerns are directed to the appropriate staff member identified in the family handbook, consistent with school protocol on student records and confidentiality.

Front office operations, attendance tracking, and family communication are this role's primary and ongoing responsibility. Executive support for the CAO, enrollment coordination, and volunteer management are valued secondary duties, carried out in scheduled blocks with established support from the Director of Enrollment, the CAO's Office, and the External Relations Manager, so that front desk coverage remains consistent and the overall workload stays sustainable.

CORE RESPONSIBILITIES

Front Office Operations & Reception

• Serve as the welcoming, professional face and voice of One City Schools at the front desk.
• Greet and assist scholars, families, staff, and visitors promptly; manage sign-in, badges, and controlled entry.
• Answer all incoming calls within three rings; transfer calls or take messages as appropriate.
• Sort and distribute mail and deliveries.
• Keep the front desk clean, organized, and stocked with current materials.

Attendance Tracking & Family Communication

• 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, consistent with the family handbook.
• Prepare daily attendance lists and notes for the following day.

Visitor Management & Security

• Monitor controlled entry and visitor policy compliance; ensure visitors are signed in and accompanied as required.
• Maintain visitor sign-in/sign-out procedures and badge visibility at all times.
• Review and help maintain visitor management procedures and front office systems documentation.

Secondary Support: CAO Administrative Assistance (Scheduled Block)

• Provide executive support to the CAO during a scheduled block each day, including processing time-sensitive requests and materials.
• Scan the CAO's calendar for the week and flag items needing preparation; review the CAO's upcoming month for preparation needs.

Secondary Support: Enrollment Coordination (Scheduled Block)

• Log enrollment inquiries and route them to the Director of Enrollment.
• Support enrollment database and records tasks as assigned by the Director of Enrollment.

Secondary Support: Volunteer Coordination (Scheduled Block)

• Support volunteer scheduling and hours tracking in partnership with the External Relations Manager.

Supply, Operations & Financial Processing Support

• Manage front office supply ordering and inventory; complete monthly supply inventory review.
• Provide financial processing oversight as assigned.
• Deep clean and organize the front desk, storage areas, and shared work rooms monthly.

Documentation & Compliance

• Maintain confidentiality of student, family, and staff information in accordance with school policy.
• Audit attendance records for compliance on a monthly basis and archive completed records.
• Update contact lists and staff/stakeholder directories.

Additional Duties

• Perform other duties as assigned.

KEY COMPETENCIES AND QUALIFICATIONS

Required Qualifications

• High school diploma required; Associate's or Bachelor's degree preferred.
• Prior experience in a front office, reception, or administrative support role; experience in a school setting preferred.
• Experience with attendance or student information systems (e.g., PowerSchool) preferred.
• Demonstrated ability to maintain confidentiality and professionalism in a role with regular access to sensitive information.
• Strong organizational skills and the ability to manage competing priorities within defined time blocks.
• Deep commitment to equity and to the academic and personal success of all children.
• Preferred Qualifications
• Prior experience in a school front office or family engagement role.
• Experience supporting enrollment coordination, volunteer programs, or executive-level administrative work.

Essential Competencies

• Front Desk Excellence & Customer Service: Ability to serve as a warm, professional first point of contact for scholars, families, staff, and visitors.
• Confidentiality & Professionalism: Ability to route sensitive information to the appropriate staff member and in accordance with school policy.
• Attendance & Records Management: Ability to accurately track attendance and maintain compliant records.