Office Operations Associate Jobs in Madison, WI (NOW HIRING)

STARTING WAGE: $23.66+ per hour (based on experience)

Be the Heart of Our School Community

CH Bird Elementary School is seeking an exceptional Lead Administrative Associate to serve as the face, voice, and heartbeat of our school community.

This position is much more than an office role. It is one of the most visible and impactful positions in our building. The Lead Administrative Associate is often the first person a student, family member, staff member, community partner, or visitor encounters. Every interaction has the power to build trust, create belonging, solve problems, and strengthen relationships.

We are seeking an individual who combines outstanding organizational skills with warmth, professionalism, empathy, and a relentless commitment to serving students and families.

CH Bird Elementary School is a Title I school serving approximately 271 students in grades K5. Approximately 45% of students qualify for free and reduced lunch. Our student body is diverse and reflects a wide range of cultures, experiences, identities, and strengths. We believe every student deserves to feel known, valued, and supported, and we recognize that the front office plays a critical role in making that belief a reality.

Our Beliefs

At CH Bird, we believe:

• There is a place for every child here.
• Relationships are foundational to student success.
• Equity is not an initiativeit is our daily practice.
• Every interaction matters.
• Strong systems create stronger outcomes for students.

Our work is guided by three core commitments:

Collaboration

We work together to support students, families, and one another.

Data Use

We use information and systems to improve service, efficiency, and outcomes.

Reciprocal Responsibility

We honor commitments, communicate proactively, and share ownership for student success.

Position Overview

The Lead Administrative Associate serves as the central coordinator of school operations while helping create a welcoming, organized, and responsive environment for students, staff, and families.

This individual serves as:

• The first point of contact for families and visitors
• A trusted partner to school administration
• A coordinator of critical building systems and operations
• A problem solver and relationship builder
• A connector between school, home, and community

Successful candidates understand that behind every schedule, attendance report, enrollment form, phone call, and visitor interaction is a student whose success depends on adults working together.

Primary Responsibilities

Family and Community Engagement

• Create a welcoming, affirming, and inclusive experience for every student, family member, visitor, and community partner.
• Build trusting relationships with families through responsive communication and exceptional customer service.
• Support family engagement efforts and schoolwide events.
• Serve as a liaison between families and school staff.
• Assist families in navigating school procedures, resources, and supports.
• Ensure every interaction reflects dignity, respect, professionalism, and care.

School Operations and Organization

• Coordinate day-to-day office operations and workflow.
• Manage calendars, schedules, meetings, correspondence, and communication systems.
• Monitor student attendance and facilitate safe arrival procedures.
• Coordinate student enrollment, records management, and student information systems.
• Support substitute teacher coordination and daily staffing needs.
• Assist with preparation of school publications, newsletters, family communications, and handbooks.
• Maintain accurate records and ensure compliance with district procedures.

Student Support

• Build positive relationships with students and serve as a trusted adult in the school community.
• Assist students who require support while in the office environment.
• Provide basic first aid, medication support, and health-related documentation in accordance with district procedures.
• Support attendance, engagement, and student success efforts.
• Maintain confidentiality and professionalism in all student matters.

Systems Leadership

• Anticipate needs and proactively solve problems before they become barriers.
• Monitor office systems and recommend improvements to increase effectiveness and efficiency.
• Coordinate building logistics including transportation, field trips, volunteers, facility use, security, and operational procedures.
• Assist administration in implementing schoolwide systems and initiatives.
• Serve as a key operational partner in ensuring smooth daily school functioning.

School Culture and Climate

• Model positivity, professionalism, and a solutions-focused mindset.
• Help create a school environment where students, families, and staff feel valued and supported.
• Celebrate successes and recognize the contributions of others.
• Support school events, traditions, and community-building activities.
• Contribute actively to building committees, improvement efforts, and collaborative teams.

Desired Traits and Dispositions

We are seeking someone who is:

Relationship-Driven

Builds authentic relationships with students, families, staff, and community members and understands that trust is built through every interaction.

Student-Centered

Consistently asks, "What is best for students?" and acts accordingly.

Welcoming and Inclusive

Creates a sense of belonging for every individual who enters the building.

Highly Organized

Manages multiple priorities, deadlines, and responsibilities with accuracy and attention to detail.

Calm Under Pressure

Maintains professionalism, composure, and sound judgment during busy, complex, or challenging situations.

Solutions-Oriented

Approaches challenges with curiosity, creativity, and a commitment to finding solutions.

Reliable and Accountable

Follows through on commitments, communicates proactively, and takes ownership of outcomes.

Equity-Focused

Demonstrates cultural responsiveness and actively works to ensure all families feel respected, valued, and included.

Collaborative

Thrives in a team environment and understands that school success is built through collective effort.

Service-Minded

Finds joy and purpose in helping others and making the school experience better for students, families, and staff.

Why CH Bird?

At CH Bird, we are building a school where every child is known, every family feels connected, and every staff member contributes to a culture of belonging and excellence.

The Lead Administrative Associate plays a critical role in making that vision a reality.

This is an opportunity to:

• Build meaningful relationships with students and families.
• Help shape the culture and climate of a school community.
• Lead important operational systems that directly impact student success.
• Work alongside a collaborative team committed to continuous improvement.
• Make a difference every single day.

We are looking for someone who understands that while schedules, forms, records, and logistics matter, people matter most.

If you are passionate about relationships, service, organization, and helping students succeed, we encourage you to apply and become part of the CH Bird team.