Job Description
Overview The Operations Associate will assist in managing day-to-day school operation systems including school-wide procedures (i.e. arrival, dismissal, and lunch), event coordination, purchasing systems, student enrollment & attendance, student file systems, data systems, and collaborate with the Back-Office Provider on financial operations and data management. The Operations Associate will collaborate with the staff in ensuring that students, teachers, and families have what they need to bring us closer to our goal of student achievement. The Responsibilities School Leadership & Team Management: Demonstrated expertise in strategic planning, project management, and process optimization Strong leadership skills with the ability to motivate teams, foster collaboration, and drive results Supervising experience with a focus on developing talent and maintaining high-performance standards Business development skills with the ability to identify growth opportunities and build lasting client relationships Excellent communication skills combined with a proactive approach to problem-solving Lead non-instructional daily functions of a school, including front office school operations Content expert for school operations responsible for successfully executing systems, processes, and policies in non-instructional areas, and ensuring state and federal compliance requirements are completed on time Set both performance and development goals for the school operations team Interface with parents and other school visitors Additional duties as assigned by the Head of School to ensure an efficient, safe, and compliant school Finance and Purchasing: Lead procurement and purchasing for the school including placing orders, inventorying items received, and handling returns/exchanges. Manage cash receipts, deposits, and staff reimbursement forms Coordinate with the Head of School and the back office to ensure effective implementation of financial policies Assist the Head of School with budget management Support the Head of School in preparing all financial reports to be provided to the Board of Directors Report to and collaborate with the Head of School in preparation of annual budget Vendor Management: Collect, process, and file W-9s, agreements/contracts, certificate of insurance (COI), and vendor certifications for school vendors HR Functions Manage bi-weekly payroll processing for hourly and salaried employees twice a month. This includes reviewing and correcting all timesheets, approving unresolved time off, adjusting employee changes, flagging concerns to the leadership team about OT and providing timely submission of timesheets to the HR designee Lead all Worker's Compensation claims. This includes reporting claims, providing employees with information needed for care, compliance documentation, notifying HR of the injury, and assisting the insurer with questions on the injury Point person for all new hires. This includes greeting and assisting new hires with school tours, protocols, and procedures. Liaison in troubleshooting for employees on all school-based platforms Coordinate a coverage process when requesting substitute teachers School Nutrition Program: Manage the School Nutrition Program, including overseeing servers, coordinating with meal vendors, ensuring compliance with applicable laws and regulations, and ensuring meal program processes are compliant and cost-effective Facilities: Oversees the upkeep of the school’s facilities with support and guidance from the Head of School Manages routine maintenance requests for the school, ensuring maintenance, pest control services, etc. are properly carried out Manages the janitorial staff to maintain buildings clean and well-maintained Student Health and Safety: Manage school safety processes and compliance, including supporting with administering trainings, coordinating drills and safety audits Oversee student health initiatives, including immunizations and student health assessments. Leads implementation of health and safety guidelines at school Partner with the School Leadership Team to respond to emergencies Event Planning & Coordination: Coordinate with bus companies for regular and field trip transportation Organize and coordinate logistics of school events and activities Student Information System: Works with Head of School to ensure data systems and platforms are maintained with accuracy and integr