The Educator Collective Office Manager Dallas, TX · Part time Company website

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The Educator Collective partners with school districts to support and develop educators and school leaders through high-impact professional learning experiences. We design and facilitate programs that strengthen leadership, build resilience, and cultivate meaningful peer networks that help educators thrive in their roles. What sets us apart is our focus on human-centered leadership, we create thoughtfully designed, locally grounded experiences that prioritize connection, well-being, and sustainable impact, not just compliance or one-time training.

Reports To: Chief Executive Officer

Location: Dallas-Fort Worth; This role requires a minimum of in-person presence 2-3 days per week

Employment Type: Full-time

Compensation: $60-70K (commensurate with experience)

Target Start: Fall 2026

 

ABOUT THIS ROLE

The Educator Collective seeks an experienced Office Manager to provide essential operational infrastructure across finance, human resources, IT, and office management. This role is responsible for ensuring that core organizational systems function reliably and efficiently - maintaining the administrative and operational foundation that allows TEC's program and leadership teams to focus on mission delivery.

 

The ideal candidate brings demonstrated experience managing operational functions with a high degree of autonomy, exercises sound judgment across financial and administrative responsibilities, and approaches process and systems with both rigor and adaptability. This position works closely with the Chief Executive Officer and serves as the primary internal liaison to TEC's external partners in accounting, information technology, human resources, and legal services.

 

KEY RESPONSIBILITIES

Financial & Vendor/Contractor Operations (~35% of role)

• Manage the full administrative lifecycle of contractor and vendor agreements, in collaboration with program team as needed, including:

◦ Onboard new vendors into procurement and payment systems; serve as

primary contact for contractors during setup.

◦ Review payment schedules and contract terms with vendors;

communicate documentation requirements and timelines.

◦ Ensure all contractor records are complete, accurate, and audit-ready.

◦ Maintain and update the vendor and contractor contact

map, including renewal dates, key contacts, and relationship notes.

• Process vendor and contractor payments through Bill.com in collaboration with external accountant; manage net-30 payment cycles and ensure all documentation is properly organized and coded.

• Coordinate with external accounting partner on deposits, payment processing, and routine financial documentation.

• Maintain organized financial records and supporting documentation.

• Reconcile corporate card expenses in Ramp; manage card allotments and process adjustment requests.

• Prepare and send grant acknowledgment letters and end-of-period contribution statements for individual donors.

Executive Support (~25% of role)

• Maintain the CEO's calendar with attention to priorities and pacing - scheduling meetings, resolving conflicts, and ensuring adequate preparation time ahead of key commitments.

• Support CEO inbox management by monitoring for urgent correspondence, organizing incoming communications, and drafting responses to routine inquiries.

• Handle logistical coordination for CEO meetings and engagements, including agendas, materials, and post-meeting follow-up tracking.

Operations & Administrative Management (~20% of role)

• Maintain shared organizational systems: document repositories, subscriptions, shared accounts, and access credentials.

• Serve as first-line IT troubleshooter and escalate unresolved issues to the managed IT provider (MSP).

• Manage software license procurement and renewals; maintain file structure and naming conventions across shared drives.

• Manage office supply and IT equipment inventory; replenish on a recurring basis.

• Maintain the team calendar - workshops, convenings, events, meetings, deadlines, and milestones - ensuring accuracy and timely updates.

• Support coordination of team meetings, planning sessions, step-backs, and board meetings.

• Manage Pegasus coworking space liaison responsibilities (tenant communications, benefits coordination).

• Handle incoming mail; coordinate check deposits and physical banking needs

HR & People Operations Support (~15% of role)

• Coordinate all staff hiring, onboarding and offboarding logistics: hiring documents/planning, application and interview scheduling, IT account setup/deactivation, system access, welcome materials, first-week scheduling.

• Serve as first point of contact for staff's routine HR questions; escalate to the HR/PEO partner as appropriate.

• Track and process PTO approvals in Gusto; maintain accurate leave records.

• Distribute monthly staff satisfaction surveys and compile results for leadership review.

• Maintain and update org-wide templates, org charts, and staff-facing operational documents.

Board Governance Administration (~5% of role)

• Maintain Board of Directors documentation: board roster, meeting minutes, committee records, and governance files.

• Support logistics for board meetings: scheduling, meeting communications, materials preparation, room or video coordination.

 

WHAT WE'RE LOOKING FOR

Required:

• 3+ years of experience in operations, office management, or administrative coordination - nonprofit experience is a plus, not a requirement.

• Demonstrated comfort working across financial systems: accounts payable, invoice processing, expense reconciliation. Experience with Bill.com, Ramp, or Gusto is a strong plus.

• Strong organizational skills and the ability to manage multiple workstreams simultaneously without dropping details.

• Strong coordination and communication skills across internal and external stakeholders  

• Proactive, self-directed working style

• Discretion and sound judgment when handling sensitive HR, financial, or vendor information.

• Proficiency with Microsoft 365 and Google Workspace.

 

Preferred Qualifications:

• Experience in entrepreneurial or growing organizations

• Familiarity with contract administration or vendor management workflows.

• Comfort working in ambiguity - we're building and instilling systems as we go.

 

WHY THE EDUCATOR COLLECTIVE

TEC is a high-performing team that approaches its internal culture with the same intentionality it brings to its programmatic work. We invest in our people through regular feedback, structured planning rhythms, and a leadership culture grounded in transparency and continuous improvement.

 

This is a role for a professional who understands that strong operations are foundational to mission delivery - and who takes genuine pride in building and maintaining the systems that make an organization work well.

 

Benefits 

At The Educator Collective, we’re building an organization that values both impact and sustainability. We are intentional about creating an environment where individuals can do meaningful work while feeling supported, trusted, and able to grow. 

Benefits include: 

• Comprehensive health, dental, and vision insurance options 
• 401(k) retirement plan with employer contribution 
• Generous paid time off, including holidays and seasonal office closures 
• Flexible work environment, with 1-2 days remote per week, determined in collaboration with leadership team 
• Professional development support aligned with individual growth and organizational priorities