Office Manager

Posted on: February 26, 2020 |

Position Title: Office Manager

Reports To:  Director of Finance and Administration

Type:  Full-Time

Location:  Chicago, IL

Compensation:  Competitive salary and full suite of benefits


The Office Manager will drive excellence in the key functions of administrative support for INCS’ leadership team and office management. The Office Manager will be a key member of the Finance and Operations team, providing the support and creating the systems needed to ensure that day to day operations are running smoothly. Office Manager candidates should have an awareness of how public education systems have historically and disproportionately disadvantaged vulnerable communities and must believe that charter schools have the power to transform public education and the lives of students.

Why Join INCS?:

INCS is a mission-driven non-profit created to support charter schools in Illinois in their aim to provide high-quality educational opportunities to underserved communities. Today in Illinois there are 140 charter schools serving over 64,000 families. Through their innovative design and an unwavering commitment to kids, charter schools have helped dispel pernicious myths about what is possible for students across the state. Charter schools serve a higher percentage of low-income students and students of color than Illinois’ district-operated schools and are helping students graduate high school, attend college, and gain post-secondary success at record levels. INCS is committed to a vision of furthering this transformational impact so that all students in Illinois can access a high-quality public school.  INCS supports charter schools by advocating for fair and equitable policy conditions and legislation that enables them to thrive.  The Office Manager will join a passionate team that is committed to this fight for educational equity and will play a key role in maintaining the strength and health of the organization.

Core Selection Criteria:

  • Exceptional organizational skills and attention to detail
  • Proven ability to work with purpose, creativity, and accuracy in a deadline-driven environment, balancing various short-term and ongoing projects without sacrificing outcomes
  • Excellent Interpersonal skills, including the ability to build high-quality, authentic relationships and work collaboratively across teams
  • Excellent oral and written communication skills
  • Customer service orientation and the ability to manage conflict constructively and professionally with a focus on solutions
  • Growth-mindset and an eagerness to learn new things and continuously improvement
  • Commitment to embracing diversity and fostering an environment of inclusion and cultural competency (see our definition below)
  • Highly proficient with Microsoft Office tools to create written documents and presentations
  • High School Diploma required, bachelor’s degree preferred
  • Prior experience working in Administrative Support required
  • Non-profit or education experience a plus


Key Responsibilities (What you’ll be accountable for):

  • Administrative support for members of INCS’ leadership team
    • Coordinating calendars and scheduling meetings
    • Managing travel arrangements and logistics
    • Processing reimbursement and payment requests
    • Recording database entries and updating records in CRM database (LGL)
    • Assisting with mailings, filing, and other administrative projects
    • Drafting timesheets in coordination with LT members
    • Entering guests into visitor management software
    • Managing meeting logistics, including material preparation, food ordering, name badge design, and other tasks
    • Editing and designing materials including PowerPoint presentations and word documents.
    • Conducting basic web research
    • Other duties as assigned
  • Guest Relations and Reception
    • Greeting all guests to INCS, maintaining a high level of customer service and hospitality
    • Responding to general INCS phone and email inquiries
  • Office Management
    • Maintaining inventory of office supplies
    • Liaising with building management for work orders, HVAC, security, and other matters as required
    • In partnership with all staff, ensuring office is well-maintained for guests
    • Partnering with Operations Manager to ensure office equipment and systems function to their highest capacity, including:
      • Printer
      • Security
      • Postage System
      • Water/Coffee Machines
      • Telephones
    • Supporting Operations Manager with office lease renewal process
  • Special Projects and Other
    • Completing special projects as assigned
    • INCS’ priorities and strategies are fluid. This job description represents the role’s core responsibilities, but other duties may be assigned. The role may evolve over time, based upon organizational needs.

Cultural Competency and Equal Opportunity
Cultural competency is a lifelong process of building the knowledge, mindset, and skills necessary to engage fully and effectively with students, colleagues, and stakeholders of different backgrounds. This process requires us to deeply understand our nation’s history of injustice and its link to the persistent opportunity gaps that INCS and its member schools are focused on closing. It also requires us to strengthen our cultural competency by better understanding our own implicit and explicit biases and by reflecting on our words and actions through open dialogue. We believe in building a richly diverse and inclusive organization, including a mission-critical imperative for all staff to both model and contribute to the vision we hope to achieve.

INCS believes it is critical for leaders to reflect the communities that they serve and that diversity across multiple dimensions enables us to achieve our mission of transforming lives and communities through public education. We don’t just accept difference – we celebrate it, support it, and thrive on it for the benefit of our staff, member schools, and the broader community. INCS is proud to be an equal opportunity workplace and is an affirmative action employer. We seek and welcome a diverse pool of candidates in this search.


How to Apply:

Candidates for the Office Manager position should submit a letter of interest and a current resume to Katie Wise, Director of Finance and Administration, at The subject for the message should be Office Manager – Last name, First name.