Operations Office Manager

This is a full-time year-round position in the Operations Department. It reports to the Director of Operations.

This person runs the day-to-day office work for Operations and also leads projects that involve other departments. They make the office run smoothly improve how things are done and manage projects from start to finish.

They work independently to manage office workflows oversee administrative tasks handle compliance and financial records and act as the main point of contact for all of Operations including facilities transportation custodial services and grounds.

• 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

• Bachelors degree
• Experience at an independent school college or nonprofit
• Experience supervising or coordinating other peoples 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 Directors calendar prioritizing based on department and school needs
• Be the go-to expert for the departments software systems and train and support staff on them
• Monitor radio communications for operations serving as the departments 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 departments 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 its 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 escalate 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 contribute to the life of the school outside of the classroom.

This job description is not intended to be an exhaustive list of all duties responsibilities or qualifications required for the position. Colorado Academy reserves the right to modify or revise this job description at any time.

The pay for this position is $32.00-$34.00 an hour. Although this is a good faith and reasonable estimate of the possible compensation at the time of posting Colorado Academy reserves the right to pay more or less than the posted range. Any wage differential that may exist for the position does not relate to sex gender or gender identity but relates solely to a seniority system a merit system or relevant education training and/or experience. Medical Dental Vision and Life Insurance benefit programs are available as is a 403(b) retirement plan. Eligibility for all benefit programs is defined by the applicable plan document.

Applicants are invited to visit the Colorado Academy website () to learn more about the program and the school.

Colorado Academy prohibits discrimination and unlawful harassment in any of its programs procedures or practices on the basis of age color disability national origin ancestry race religion or creed gender expression sex sexual orientation gender identity military service marital status genetic information or other protected classifications defined by federal or Colorado laws. The policy applies in all aspects of employment with CA.

Colorado Academy is committed to fostering an inclusive respectful and equitable workplace. Employees are expected to engage in professional conduct that reflects cultural awareness respect for differing identities and openness to diverse perspectives. Employment decisions including hiring evaluation promotion and compensation are based on qualifications performance and institutional needs.