Senior Manager of Operations (CACPCS)

Description :

Children's Aid College Prep Charter School (1232 Southern Boulevard)

$75,000

Position Summary

The Senior Manager of Operations (SRMGR) develops, implements and monitors practices and policies that improve the overall work flow of Children’s Aid College Prep Charter School and all other programs and services under the supervision of the CACPCS Head of School including in the areas of : program, finance, HR, performance management, administration, IT and facilities.

The Senior Manager of Operations (SrMgr) also establishes and monitors processes that bolster CACPCS’s efficiency, increases our contract / grant compliance as well as leverages and maximizes our resources.

Reporting to the Head of School / VP of Education, the SRMGR partners with the Principals, Operations Managers and Community School Director to improve the quality of our work in the aforementioned areas.

The Senior Manager is the liaison between CACPCS and key central service divisions including : HR, Fiscal Facilities, IT and key staff who manage operations in the Youth Programs Division.

The Senior Manager of Operations’ key responsibilities are to support the school’s financial sustainability and long-term operational success.

The Senior Manager of Operations reports to the Head of School and helps the Head of School staff CACPCS’s Board and Committee meetings.

Location : 1232 Southern Blvd., Bronx, NY 10459 (primary office location) and 1919 Prospect Ave. Bronx, NY 10457

Essential Duties

Program / Performance Management

• The SRMGR is well versed in the contract / grant requirements for the school and develops a process by which to track progress, generate reports and address challenges that emerge;
• In consultation with the Head of School, initiates the development and revision of policies and procedures where needed to ensure alignment with regulations and contract / grant requirement as well as Children’s Aid standards;
• In collaboration with the Head of School, the SRMGR monitors the results of operational initiatives (like major school events, school year start-up, new staff onboarding, etc.

to ensure key Leadership and Operations staff are able to leverage the resources and expertise within the school, of other divisions and departments at Children’s Aid and key community partners to meet school goals; and

The SRMGR works with the Head of School to identify trends and patterns in data provided by Operations Managers, the Community School Director, the Performance Analyst and / or the Principals to address material challenges and leverage strengths for the purpose of supporting the development of strategies to address challenges as well as to elevate promising practices within the school.

HR / Fiscal

• Leads and monitors the on-boarding of all new staff and partners with Children’s Aid’s Talent Management and Human Resources team to ensure that Personnel Action Notices and clearances are processed appropriately and in a timely manner;
• Establishes and monitors a way for tracking every stage of our hiring process from vacancy to new hire first day of employment;
• Monitors and utilizes information available in the NYS TEACH database to verify staff credentials, provide certification reminders to staff and ensure CACPCS is utilizing TEACH information for reporting and compliance as needed;
• Monitors any staffing changes and collaborates with TMHR to ensure that the necessary paper work is completed in a timely manner;
• Monitors vacancies and ensures that positions are posted in a timely manner and that the necessary steps are being taken to fill vacancies;
• Flags for the Head of School when vacancies have not been filled in 20 business days or more;
• Monitors Staff and OTPS expenses using relevant tools and information and provides regular updates to the Head of School, Principals, the Community School Director and Operations Managers in order to support the timely and appropriate use of school resources;
• Partners with Children’s Aid’s HR, the Head of School, the Community School Director and Principals to remain abreast of changes in labor law, SUNY, NYSED, funding or staffing requirements including around credentialing and clearances and supports the school in timely implementation any new changes that arise.
• In partnership with hiring managers ensure that all job descriptions are standardized by roles and aligned with similar roles at Children’s Aid where necessary;
• In partnership with the Youth Division’s Director of Operations and Deputy of Finance helps to establish procedures that improve our PANS, Payroll and time and effort processes and checks in monthly with them to ensure alignment of HR and Fiscal data;
• Coordinates monthly closes with the Community School Director and Operations Managers;
• Monitors the budget to maintain effective fiscal controls; and,
• Supports Head of School in preparing for and staffing monthly Finance Committee meetings of the Board of Trustees.

Compliance

• Monitors implementation of the School’s Financial Policies and Procedures and proposes revisions as needed;
• Supports the Head of School in developing and maintaining effective internal controls;
• Ensures compliance with state and federal regulations by developing and monitoring one comprehensive compliance checklist and calendar;
• Ensures compliance with all HR, financial and operational requirements of the Charter; and,
• Works with the Head of School to ensure CACPCS is meeting all SUNY reporting requirements as well as funder requirements.

Procurement / Payroll / HR / Marketing

• Monitors implementation of contracts, leases and agreements and reports any irregularities to the Head of School;
• Monitors procurement and payroll systems, and supports Children’s Aid’s Fiscal in preparing for audits;
• Supports Children’s Aid’s Fiscal in preparing monthly Finance Committee reports, annual financial audit, tax filings and 990 filings with the independent auditor;
• Provides the Head of School with information needed to help the Children’s Aid’s Development Team report on grant proposals and fundraising initiatives;
• Partners with Children’s Aid central service divisions for operational support or guidance as needed including : Fiscal, Facilities, Talent Management and Human Resources, Development, OPM, Marketing and Communications, Legal, IT, and Payroll;
• Convenes and coordinates periodic meetings of the Operations Staff in collaboration with the Head of School, Operations Managers and Principals to address operational issues, support capacity-building and ensure systems alignment between schools;
• Provides regular support to both Principals and all Operations staff at both schools through operational updates, check-ins, smaller group meetings, etc.;
• Maintains comprehensive personnel records, monitoring staff eligibility and certification requirements, and communicating changes and issues with the Principals and Head of School; and,
• Ensures the Head of School and Principals are made aware of any systemic issues or concerns.

IT / Facilities

• Support Operations Managers in troubleshooting any IT / Facilities issues they have not been able to resolve through helpdesk tickets or outreach to their contacts in IT and Facilities;
• Review trend data on IT and Facilities issues to address any major systemic issues; and
• Work with Operations Managers to plan in advance for IT and Facilities needs.

Administrative

• Support CACPCS Operations Managers in this area.
• Remain current on all Children’s Aid, CACPCS and NYSED or SUNY systems (as needed); and,
• Support Head of School in staffing full Board meetings as well as Committee meetings.

Minimum Qualifications :

Bachelor’s degree in accounting, finance, business management, organization management and / or a closely related field.

Key Competencies

• Working knowledge of computer applications including accounting software, spreadsheets, databases, and word processing.
• Knowledge of and experience with school facilities and relevant technologies.
• Excellent written and verbal communication skills and demonstrated ability to communicate effectively to diverse audiences including school leadership, Trustees, teachers, parents, students, and community-based partners.
• Spanish proficiency strongly preferred.

Requirements :