Operations / Administration Director of Operations
Job Description
Academy of the City Charter School
DATE: January 3, 2017
POSITION: Director of Operations (2017-2018 school year)
QUALIFICATIONS
• Bachelors Degree, or higher degree, in Operations Management, Organizational Management, Business or related field.
• At least three years of demonstrated and successful record of prior employment in an operational capacity in a school or educational setting.
• Demonstrated record of leadership, management and interpersonal skills.
• Knowledge of and experience with school facilities and relevant technologies.
• Knowledge of relevant laws, regulations and charter authorizer requirements.
• Understanding of and commitment to the mission, goals, educational philosophy and activities of Academy of the City Charter School, as described in the school’s charter.
• Ability to operate in an independent fashion asking questions and seeking assistance as necessary.
FUNCTIONS AND RESPONSIBILITIES
The Director of Operations is responsible for overseeing the day-to-day operations of the school and reports directly to the Principal. Responsibilities include but are not limited to:
OPERATIONS
• Overseeing all operations in a manner consistent with all applicable local, State, and Federal statutes and in compliance with the organization’s by-laws, policies, and procedures.
• Serving as a member of the Leadership team and meeting weekly to determine school policy and ensure the school is functioning well.
• Reporting to the Board of Trustees at monthly board meetings with respect to operational issues.
• Direct supervision of administrative assistants, security, custodial and contracted service providers.
• Maintaining the school’s master class lists, lottery, enrollment, and wait-list documents.
• Coordinate with the Office of School Food and Office of Pupil Transportation to ensure that these services are provided.
• Planning for and conducting school safety drills, including fire drills, shelter-in drills, and lockdown drills; including yearly review of the school’s safety plan.
• Serving as primary contact for state and city law enforcement and emergency response organizations.
FINANCE
• Working closely with the Chief Financial Officer to ensure that all financial data is entered on a timely basis.
• Preparing and submitting the school’s bi-monthly state invoice for per-pupil funding.
• Overseeing and implementing, with the support of the administrative assistants, the school’s procurement process.
• Reviewing bank account balances and credit card activity, transferring funds as necessary among the school’s bank accounts. Establishing new banking relationships and systems as necessary and as directed by the Board of Trustees and the Principal.
• Reviewing and signing checks issued by bookkeeper weekly.
• Receiving and securing checks and cash from families, debtors, and benefactors as necessary. Logging donations and generating thank-you letters for donations received.
HUMAN RESOURCES
• Recruiting, hiring, and training administrative & operations personnel in coordination with the Principal.
• Conducting goal-setting, mid-year, and end-of-year review meetings with office, security, and custodial staff.
• Approving semi-monthly payroll and overseeing submission of payroll by bookkeeper.
• Reviewing and approving the submission by bookkeeper of retirement contributions to employees’ 403(b) plans.
• Adding, removing, and certifying staff monthly in the DOE’s GALAXY System.
• Reviewing staff sign-in logs, prepared by bookkeeper monthly; issuing warnings or write-ups to staff exhibiting chronic lateness.
• Arranging and tracking substitutes for teachers and non-teaching staff; ensuring coverages are met for absent employees. Logging and, when necessary, approving staff Paid Time Off (PTO) requests.
• Meeting with employees and resolving employee issues and complaints.
FACILITY
• Ensuring that the school site is maintained as a safe and clean environment.
• Reviewing submissions of contract proposals for key services and making recommendations to Leadership team regarding preferred vendors/contractors.
• Ensure facility is in good repair; conducting bi-weekly walkthroughs with custodial staff. Coordinating maintenance and repair of the facility as necessary.
• Meeting bi-weekly with custodial/security team to identify areas of concern.
COMPLIANCE
• Assisting in the preparation / completion of all school compliance reports (including but not limited to the Civil Rights Data Collection, BEDS Data Collection, teacher certification, employee fingerprint clearance, student lunch codes, and authorizer accountability) as well as assisting in the charter renewal process.
• Developing and maintaining the school’s operational plan and operations manual.
• Implementing systems for data management for all school functions and operations, including but not limited to, enrollment, attendance, busing, school food, afterschool, and emergency notifications.
• Attending board meetings as necessary and working with board members and committees to implement policies.
• Planning and implementing the school’s yearly admissions lottery in compliance with the charter law.
• Overseeing public posting of board and committee meeting notices; overseeing public posting of board and committee meeting minutes, posted by Library/Tech Specialist.
OTHER
• Daily coverage (1-2 periods per day); additional coverages as necessary.
• Performing other tasks consistent with the goals and objectives of this position.
• Duties as assigned by the Principal.
SALARY: Commensurate with experience
STARTING DATE: July 1, 2017
ENDING DATE: June 30, 2018
SEND RESUME TO: careers@academyofthecity.org with position in re: section of the email
ACADEMY OF THE CITY CHARTER SCHOOL IS AN EQUAL OPPORTUNITY EMPLOYER AND DOES NOT DISCRIMINATE ON THE BASIS OF RACE, SEXUAL ORIENTATION, ETHNIC ORIGIN, SEX, OR DISABILITY IN ITS EMPLOYMENT POLICIES.
