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.

Qualifications

Required

• 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

• Bachelor's degree
• 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

Key Responsibilities

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 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 (www.coloradoacademy.org) 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.