Assistant Director of Operations

Classification

Exempt, 12-Month Employee

Reports to Director of Operations and HS and MS Principals

Overview

The Assistant Director of Operations is responsible for supporting the Director of Operations in the oversight and high functioning of the operations department for the school. The Assistant Director of Operations is responsible for supporting overseeing enrollment, PowerSchool, and all registration/family orientation events. Additionally, the Assistant Director of Operations will provide administrative and operational support to the operations team as well as for the daily operations responsibilities listed below.

Responsibilities

• Supporting Department Oversight with the Director of Operations
• Oversees key processes related to state and federal reporting including annual reporting to the authorizer, BOCES, Per Pupil, FAMIS
• Manages and improves the enrollment process throughout the school year, ensuring students are onboarded properly, all documents are collected and student files are in compliance with state requirements
• Manages the semi-monthly Per Pupil billing process and coordinate with the SpEd team to ensure accurate FTEs for Gen and SpEd population
• Oversees all matters related to facilities and maintenance and liaison relationships with the other schools sharing the building
• Collaborates with the Executive Director on annual recruitment plan and executes plan and tracks progress for recruitment goals
• Oversees logistics for key school events including holiday celebrations, schoolwide events, parent teacher conference, etc.
• Coordinates orders with related parties for general supplies and furniture
• Supervises all members of the operations team, including the Family Engagement Coordinator, Engages in weekly one-on-one meetings with team members and weekly team meetings to monitor and address professional and personal growth, build relationships, and cultivate team culture
• Oversees the Operations ticket system through Monday.com and access priority and assign tasks to the team
• Manages relationships with outside vendors
• Supporting Student and Family Engagement with the Director of Operations
• Oversees relationships with key stakeholders (families, staff, students, Charter School Office, vendors, organizational partners, and leadership team)
• Develops internal processes and leads student recruitment efforts to ensure fiscal solvency of the school
• Serves as director overseeing the student enrollment process including application, lottery, waitlist, transfer, withdrawal process, and monitoring of accurate ATS and SIS records
• Directs and ensures the student attendance plan, working with school teams and families to increase student attendance
• Supervises the entire PowerSchool enrollment process for families, the lottery, all student recruitment events and activities and serves as the main touch point for families and the operations team on all things related to student enrollment
• Designs a student recruiting process including outreach and tours for parents
• Maintains student enrollment according to the budgeted target, and initiates campaigns to gain more students as needed
• Maintains student waiting list according to State law; receives and organizes applications
• Directs the transmission of student transfer/withdrawal paperwork to and/or from student’s former or current school
• Student Records
• Oversees the upkeep, accuracy and maintenance of all student records - creating a digital library of all current and future students
• Supervises the process for updating student information in the areas of academics, personal contact info, health and emergency info, and parental permission, using state required database and school database
• Ensures content of student information is accurate and is organized and filed as required by State law
• Ensures the team collects and files student records
• Supervises the management of tracking attendance and lateness of students
• Main Office Management
• Holds the team accountable for the office being decorated well, clean, appropriate for families to enter and organized for operational efforts
• Greets all families and main office guests warmly and prioritize customer service when serving them
• Answers calls as they come in, promptly directing calls to the appropriate person, taking a message and/or identifying trends on calls for action steps with the team
• Transportation
• Oversees student transportation via bus and other modes of transportation for arrival, dismissal and field trips
• Ensures student transportation schedule is aligned with school calendar
• Manages daily mode changes for students whose usual mode of transportation is different from usual
• Administrative
• Ensures the coordination of logistics for field trips with staff and makes applicable arrangements for meals (cold DOE lunches)
• Ensures a full stock of uniforms and school t-shirts and maintains inventory and storage systems through team delegation
• Administers annual Parent Survey and attempt highest completion rate as possible, compile statistics and file all surveys in collaboration with the Family Engagement Coordinator
• Continuously improves school operations systems and procedures and lead or support with special projects
• Designs and creates a consistent system for teacher supply delivery
• Maintains accurate and organized inventory of all school supplies, swag and equipment for easy access and usage
• Facilities
• Designs and facilitates a facilities maintenance system that allows for quick upkeep and fixes for all classrooms, hallways, office spaces, etc.
• Communicates quick building needs to DOO/Custodian on site and set up employee mailboxes, room signs, hallway passes and emergency exit procedures
• Maintains system to address facility needs
• Manage staff with facility and ordering needs through
• Monday.com
• (furniture, books, supplies, records, technology network, computers, copy machines, other assets, phone, etc.)

Qualifications

• Bachelor’s Degree required
• Fluency in Spanish required
• At least 5-7 years of professional operations experience in a NYC charter school setting
• Proficiency in Google Suite, ATS and PowerSchool required
• Supervisory Responsibilities
• This role will support the supervision of the entire operations team including the Family Engagement Coordinator
• Position Type and Expected Hours of Work

This is a full-time 12-month position.  The regular hours and workdays are Monday through Friday, 7:55 am to 3:55 pm in addition to any special events to which all staff are expected to attend.  Some Saturdays are required.