Administrative Manager

Job description

Democracy Prep Public Schools is committed to ensuring that all scholars receive the most rigorous education, preparing them for success in college and beyond. Our Administrative Managers play a key role in ensuring the seamless management of enrollment, student information, attendance, and family retention while fostering strong relationships between scholars, families, staff, and external stakeholders. This role collaborates closely with the Operations Manager and other school leaders to support smooth school operations.Anticipated Start Date **Anticipated Start Date:**2026-2027 School Year **Work Schedule:** This is a fully on-site, school-based role that requires in-person attendance five days per week. The position does not include a remote or work-from-home option. **Who You Are:** - **Mission-Driven Advocate**: You are deeply committed to the Democracy Prep mission of college success and authentic civic engagement for all scholars. - **Intentional Project Manager**: You excel at anticipating needs, designing, and implementing systems to ensure efficient and effective school operations. - **Clear and Proactive Communicator**: You can communicate effectively with a wide range of stakeholders and inspire action through collaboration and relationship-building. - **Data-Driven Specialist**: You are comfortable working with quantitative and qualitative data, organizing, manipulating, and analyzing information to improve operations and inform decision-making. - **Adaptable Team Player**: You thrive in a dynamic environment, able to shift priorities and meet deadlines while supporting your team and stakeholders. - **Family-Centered Advocate**: You have a deep understanding of the importance of family engagement and work to ensure all families feel supported, informed, and welcomed. **What You’ll Do:** - **Lead the Enrollment Process**: Oversee all aspects of student enrollment, including management of the waitlist, communication with applicants, and maintenance of student files to ensure the school meets enrollment goals. - **Support School Culture**: Be a visible and active support to school culture by fostering positive relationships with scholars and assisting in behavior management. - **Welcome New Students and Families**: Collaborate with the operations team to welcome new students and families, planning effective events and ensuring a smooth transition. - **Analyze Data Trends**: Prepare and analyze data reports to identify trends in school culture, academics, and enrollment, sharing insights with school leadership. - **Maintain Student Registration Documentation**: Track and manage accurate registration documents for new, returning, and withdrawing students in both hard copy and digital formats. - **Family Communication**: Oversee the development and execution of a school-wide family communications plan, ensuring it is accessible and tailored to the diverse language needs of families. Use data to improve engagement strategies and determine optimal timing and methods for communication. - **Student Information Management**: Meticulously manage student data, maintaining up-to-date and accurate records in both internal and external databases, including academic, biographical, and contact information. - **Create Welcoming Spaces**: Ensure that reception areas and the school entrance are welcoming, clean, and informative, providing a positive experience for all visitors. - **Train Staff on Student Information Systems**: Lead staff training on the use of student information systems, ensuring consistency and accuracy in maintaining student records. - **Monitor Health and Immunization Compliance**: Work with nurses, food service, social workers, and teachers to monitor student health records and ensure compliance with immunization requirements. - **Coordinate Truancy Prevention**: Track and analyze student attendance data, collaborating with teachers, school leaders, and external partners to implement family-supportive truancy-prevention interventions. - **Manage Student Transportation Services**: Work closely with families, teachers, social workers, and the operations team to ensure smooth coordination of student transportation services. - **Manage Sensitive Student Information**: Safeguard and thoughtfully disseminate sensitive, federally regulated student information to appropriate stakeholders while adhering to legal and privacy guidelines. - **First-Responder for Technology Issues**: Serve as the first point of contact for basic technology issues, coordinating with external technology support to resolve issues for both staff and scholars. - **Support Exam Administration**: Assist in the preparation, execution, and processing of state testing and internal school assessments to ensure compliance and accurate reporting. **Qualifications:** - Bachelor’s degree or equivalent experience in administrative management, education, or a related field. - Proven experience in school operations, project management, or administrative support. - Strong data management and analysis skills, with experience using student information systems and spreadsheets. - Exceptional organizational skills, with the ability to manage multiple tasks and priorities effectively. - Excellent verbal and written communication skills, with experience engaging diverse stakeholders. - Ability to work in a fast-paced, dynamic environment while maintaining a focus on quality and attention to detail. - Experience with family engagement and support, with a deep commitment to building positive relationships with families. - Knowledge of relevant regulations regarding student information, health, and attendance (preferred). **Compensation:** Salary is $66,300-$74,100, commensurate with experience. Democracy Prep employees are provided with a benefits package that includes medical, vision, and dental insurance, 403B matching, and parental leave. -- Democracy Prep is an Equal Opportunity Employer and will not discriminate against an applicant or employee on the basis of race, color, religion, creed, national origin, or ancestry, sex, age, physical or mental disability, pregnancy, veteran or military status, genetic information, sexual orientation, gender identity or expression, marital status, familial status, domestic violence victim status, or any other legally recognized protected basis under federal, state or local laws, regulations or ordinances. Our mission is to educate responsible citizen-scholars who will change the world. We strongly believe that by building a DREAM team that represents numerous perspectives, backgrounds, and areas of expertise, we can achieve this goal together. This is a value we highly support and strongly encourage candidates of all backgrounds to apply.