Administrative Manager - Student Services

Mission Statement

Through the use of social and restorative justice principles, Five Keys provides traditionally underserved communities the opportunity to improve their lives through a focus on the Five Keys: EDUCATION, EMPLOYMENT, RECOVERY, FAMILY, and COMMUNITY.

Five Keys Overview

Five Keys is a nonprofit organization that operates an extensive network of programs across California. With a presence in 14 counties and over 120 locations, Five Keys focuses on various initiatives aimed at empowering individuals and families to overcome poverty and inequity. The organizations programs encompass a wide range of services, including public charter schools, restorative justice programs in jails and prisons, shelters, permanent supportive housing, and the development of new housing and support programs. At Five Keys, the overarching objective is to uplift individuals and families by providing them with essential resources. This includes education, housing, employment, and the necessary tools to sustain their progress. By offering these fundamental elements, the organization aims to create positive and lasting change in communities, making them better places for everyone.

Our Core Competencies

A well-qualified candidate has the capacity to communicate effectively, collaborate with others while building positive relationships, demonstrate strong problem-solving skills, has a dynamic learning mindset, and remain committed to a high level of cultural and social awareness. A successful candidate will work well under pressure, observe appropriate boundaries, and operate with a high degree of emotional intelligence.

What it's really like to join our agency…

At Five Keys, culture matters. Culture is at the very core of everything we do and has an impact on a daily basis. We've committed to building an inclusive culture that seeks collaboration over hierarchy to create empowered work teams. We serve vulnerable populations daily, and we strive to approach everyone with compassion, patience, and a trauma-informed approach. We choose to push past discomfort to have difficult conversations to impact the greater good. This allows us the opportunity to collaboratively create an inclusive culture and transform the world around us.

Benefits

We offer affordable medical, dental, and vision insurance, along with generous paid time off. Employees may participate in pre-tax flexible spending accounts and a 403(b) retirement plan. We provide annual reimbursements of up to $100 for gym memberships, smoking-cessation programs, and weight-loss programs, as well as up to $50 per year for athletic-event participation and massages. Additional company-paid benefits include access to a wellness app, wellness coaches, and an Employee Assistance Program for employees and their dependents.

JOB SUMMARY

The Administrative Manager - Student Services reports to the Director of Student Services and is responsible for providing operational partnership that advances the effectiveness, consistency, and continuous improvement of the Student Services department. This position independently manages and oversees initiatives, evaluates processes, develops and maintains systems and resources, and provides strategic support to ensure the successful execution of departmental priorities across the school.

The Administrative Manager exercises independent judgment and discretion in analyzing needs, identifying process improvements, resolving complex issues, and recommending solutions that enhance service delivery and organizational effectiveness. Working collaboratively with internal departments and external partners, this position leads cross-functional initiatives, develops procedures and resources, and serves as a trusted advisor to the Director by supporting informed decision-making, policy implementation, and the achievement of departmental and organizational goals.

We are looking for someone who insists on maintaining a positive attitude and enjoys supporting a diverse group of people. If this job is for you, you are organized, resourceful, and solutions-oriented, with exceptional attention to detail, strong communication skills, and the ability to manage multiple priorities simultaneously. You thrive in a fast paced-environment, exercise sound judgement, build collaborative relationships across departments, and enjoy creating efficient systems that enhance effectiveness.

JOB DUTIES AND RESPONSIBILITIES

Student Services Oversight & Project Management

• Oversee project timelines, milestones, action items, and deliverables, proactively managing next steps to establish priorities, adjust project plans, and recommend corrective actions
• Manage the execution of priorities, initiatives, and strategic projects to advance the effectiveness, consistency, and continuous improvement of Student Services functions
• Lead cross-functional operational goals by evaluating project requirements, establishing strategies, monitoring progress, and resolving barriers
• Evaluate emerging needs and develop, implement, and oversee special projects and process improvement initiatives that support departmental and organizational goals
• Collaborate on cross-functional committees, workgroups, and organizational initiatives, providing expertise and recommendations to support informed decision-making

Student Services Administration & Development

• Provide comprehensive guidance on Student Services policies, enrollment procedures, student records, transportation services, the student information system (SIS), the enrollment platform and related processes
• Develop expertise in Student Services functions, processes, systems, and resources to coordinate initiatives, oversee implementation, and serve as a resource to staff and cross-functional partners
• Research, analyze, and synthesize information and stakeholder feedback to identify trends and support planning
• Identify and resolve moderately complex issues by evaluating alternatives, exercising sound judgment, and determining appropriate courses of action or escalation when necessary
• Assess administrative processes and practices to identify risks, inefficiencies, and opportunities for improvement

Resources, Training & Communications

• Create communications, training resources, and implementation activities to support consistent practices and effective service delivery to ensure consistent application of policies, procedures, and best practices throughout the Student Services department
• Provide guidance and training to staff on procedures, resources, systems, and established processes
• Create, implement, and maintain systems, procedures, manuals, forms, training materials, and other resources to support consistent application of Student Services policies and standards

Administrative Operations

• Manage shared Student Services inboxes, ensuring timely responses, appropriate triage of inquiries, assignment of tasks, and consistent communication with students, families, staff, and external partners
• Coordinate the Director of Student Services' calendar, meetings, appointments, and key deadlines to support planning and priorities
• Prepare analyses, reports, presentations, and recommendations that support leadership decision-making, strategic planning, regulatory compliance, and departmental performance monitoring.
• Perform other duties as assigned

KNOWLEDGE AND SKILLS

• Strong organizational, project coordination, and prioritization skills
• Ability to manage multiple projects, deadlines, and competing priorities in a fast-paced environment
• Ability to exercise sound judgment, discretion, diplomacy, and professionalism
• Advanced proficiency in Zoom, Microsoft Office, Google Workspace, and databases
• Able to maintain strict confidentiality and take all precautions when handling sensitive information
• Ability to effectively and independently work in a remote environment with a high degree of accountability, initiative, and self-direction

EDUCATION AND WORK EXPERIENCE

• Bachelor's Degree (preferred)
• Minimum of three (3) years of progressively responsible experience in education, student services, operations, project coordination, administrative support, or a related field.
• Experience working with student information systems, enrollment platforms, databases or other operational systems preferred.
• Bilingual Spanish/English (Preferred)

PHYSICAL REQUIREMENTS

• Must wear the provided PPE (Personal Protective Equipment) and adhere to all safety guidelines and requirements when needed
• Frequent talking and hearing conversations
• Long periods of walking, sitting at a desk, and/or at a computer station
• Lifting items that weigh up to 25 lbs.; reaching, bending, carrying, and stooping within the daily routine of tasks and activities

ADDITIONAL REQUIREMENTS

This position is contingent upon:

• Satisfactory results of a Live Scan (criminal background investigation)
• Successfully obtaining jail clearance for positions working in county jails or probation locations
• Submitting proof of clear TB results. Results dated within 60 days prior to hire date are acceptable

WORK ENVIRONMENT

• Moderate to high noise level
• Work environment varies from site to site
• Some personal safety risk working in underserved communities
• Primarily remote/hybrid, must live in Northern or Southern California within Five Keys' service area
• Must be willing and able to travel to community sites, correctional facilities, and other Five Keys locations throughout California as needed
• Up to 40% travel to Five Keys locations throughout California as needed

GROWTH OPPORTUNITIES

At Five Keys, we understand that when our employees grow, the agency has a greater capacity to thrive and accomplish its mission. It is for this reason that we remain committed to providing ongoing professional development opportunities for all of our employees. These include but are not limited to: conferences, staff development training, and coaching plans that allow incumbents to grow into new positions within and across programs within the agency (i.e., programs, schools, housing).