Administrative Assistant

One City Schools | Madison, Wisconsin

Full-Time | Non-Exempt Location: Pleasant T. Rowland Leadership Campus Hours: 7:30 AM–4:30 PM, with some evening events Reports to: External Relations Manager Compensation: Commensurate with experience and qualifications

At One City Schools, we believe strong relationships with families help Scholars thrive. Every greeting, phone call, and interaction is an opportunity to build trust, strengthen belonging, and help families feel connected to our school community.

We are seeking a dependable, welcoming, and community-minded Administrative Assistant to support family engagement, front office operations, and school events.

This is an entry-level school administrative position
. Prior office or computer experience is not required. We provide structured training during the first 90 days, followed by continued coaching and support.

As the Administrative Assistant
, you will help families feel welcomed, informed, and connected to One City Schools. Your primary responsibilities will include personal outreach to families, support for school events, and front office assistance during arrival and dismissal.

You will work within established school systems for communication, attendance, and student support, directing questions and concerns to the appropriate staff members while protecting confidential information.

This position reports to the External Relations Manager
, with daily front office direction provided by the Senior Administrative Manager
. You will also collaborate with the Director of Family Engagement and Enrollment, campus leadership, and school staff. Administrative assistance for the elementary and middle school principals will take place during scheduled work blocks.

Family Engagement and Outreach

• Make personal phone calls and send texts inviting families to parent nights, school events, celebrations of learning, and community gatherings.
• Help families schedule parent-teacher conferences, provide reminders, and reschedule missed conferences.
• Encourage participation in Parent Council, send meeting reminders, and help track attendance.
• Track RSVPs and outreach results using call lists, sign-up sheets, and Google Sheets as training progresses.
• Welcome new families by phone, answer basic questions, and connect them with appropriate staff.
• Help collect enrollment and re-enrollment paperwork and remind families of deadlines as assigned.
• Greet families and assist with school tours and enrollment events.
• Prepare and distribute flyers, take-home folders, and event reminders.
• Share family needs or concerns with the Director of Family Engagement and Enrollment for follow-up.

Family Events and Hospitality

• Help prepare for family events, including room setup, sign-in tables, name tags, and materials.
• Coordinate food and refreshments for family nights, conferences, and Parent Council meetings, including ordering, setup, serving, and cleanup.
• Welcome attendees, manage event sign-in, and provide attendance records to the Director of Family Engagement and Enrollment.
• Support staff appreciation and community events as needed.

Front Office and Attendance Support

• Warmly greet Scholars, families, and visitors.
• Support visitor sign-in and badge procedures in accordance with school policy.
• Check in tardy Scholars and issue tardy and hall passes.
• Answer incoming calls during peak periods, transfer calls, and take accurate messages.
• Make absence notification calls using lists provided by the Senior Administrative Manager and document the reasons shared.
• Support arrival, early release, and dismissal procedures.
• Provide front desk coverage during the Senior Administrative…