Operations Office Manager

ACIS accredits, supports, and advances the interests of Colorado independent schools.

• At least three years of office management or administrative experience, ideally in facilities, operations, or on a school campus
• Comfortable with Google Workspace and Microsoft Office; experience with work order systems, payroll software, and financial tracking tools
• Strong writing and speaking skills, and can work professionally with faculty, staff, families, and vendors
• Can juggle competing priorities and make sound decisions with little supervision
• Experience building project timelines, tracking milestones, and keeping stakeholders updated
• Can coordinate across several departments at once
• Experience with budget tracking, processing invoices, and keeping financial records
• Motor vehicle record must meet school standards

Preferred

• Experience at an independent school, college, or nonprofit
• Experience supervising or coordinating other people's work
• Familiarity with CMMS platforms, payroll systems, or facilities management software
• Project Management Professional (PMP) certification or similar training (e.g., CAPM, Agile/Scrum)
• Experience managing projects that span multiple departments

Office & Administrative Management

• Run the daily administrative operations of the Operations Department, and build efficient workflows, systems, and procedures
• Manage facility use requests — coordinate with the campus community, make sure policies are followed, and communicate approvals and details
• Manage the key system, keep accurate records, and work with supervisors on access changes
• Track equipment inspections, required certifications, safety paperwork, and renewal deadlines
• Serve as the main contact for the Director of Operations, handling most inquiries directly and escalating when needed
• Manage the Director's calendar, prioritizing based on department and school needs
• Be the go-to expert for the department's software systems, and train and support staff on them
• Monitor radio communications for operations, serving as the department's communications hub
• Supervise operations administrative staff, student workers, or temporary employees
• Draft, review, and route correspondence for the department
• Manage onboarding paperwork and records for Operations staff

Financial Oversight & Budget Management

• Manage and reconcile the department's operating budget — track spending, flag variances, and report to the Director
• Review and process vendor invoices and billing; resolve issues directly with vendors before escalating
• Oversee payroll for the Operations Department, making sure it's accurate and on time
• Manage purchasing of supplies, equipment, and furniture — get competitive quotes and follow school purchasing rules
• Keep financial records organized and prepare budget reports as needed

Project Management & Cross-Department Work

• Build and manage timelines for capital and department projects, with clear, tracked milestones and deliverables
• Coordinate cross-department projects, working with Finance, Human Resources, Technology, Athletics, and Academics on scope, resources, and timelines
• Run project kickoff meetings, check-ins, and closeout reviews; share notes, action items, and updates with stakeholders
• Keep a project tracker so the Director of Operations always knows the status of active projects, upcoming deadlines, and risks
• Manage scope or timeline changes, and quickly tell stakeholders how they affect budget, staffing, or deliverables
• Coordinate vendor and contractor timelines for facilities and capital projects, and escalating issues as needed
• Support event planning and facilities logistics, handling administrative details and communication

Compliance & Record-Keeping

• Keep organized, audit-ready records and files for the Operations Department
• Track compliance documents, insurance certificates, vendor contracts, and required filings, and make sure renewals happen on time
• Work with the Director of Risk Management on incident reports and compliance records
• Other duties as assigned

All employees at CA are expected to carry out the CA Mission, "Creating Curious, Kind, Courageous, and Adventurous Learners and Leaders," to support the vision of CA, and to…