Associate Operations Manager

2 months ago

Poughkeepsie, United States Little Water Prep Full time

**FOUNDING OPERATIONS MANAGER**

**JOB SUMMARY**

As the Back-End Operations Manager, you are responsible for coordinating and executing the day-to-day operations of Little Water Prep. You will report directly to the Head of School. Your core responsibility will be executing the operational vision of the Head of School. You will relentlessly work to ensure that all school operation functions are performed with diligence and fidelity so that students are able to thrive academically and socially in our school environment and teachers can focus on student learning and outcomes.

The LWP Operations Team consists of 2 Office Managers that split the operational responsibilities. We are currently hiring for a Back-End Operations Manager to manage the following Key Responsibilities: Student Systems, Finance and Accounting, Facilities, Technology,

Transportation, HR/Staff Support. The “Back-End Operations Manager” will work tirelessly behind the scenes to ensure seamless school operations.

**Key Responsibilities**

Student Systems: Arrival, Lunch, Dismissal
- Manage the preparation and execution of key student systems including arrival, lunch, and dismissal. Manage accurate systems documentation that reflects efficient and safe procedures for student systems.
- Ensure that student/staff spaces are prepared for daily execution of key student student systems: ensuring that the school space/cafeteria is clean and prepared for daily food distribution; ensuring that the school grounds/building is prepared for student arrival and secured following student dismissal.
- Work closely with School Food vendors to ensure accurate and efficient food distribution. Ensure families receive accurate School Food communication regarding menus.
- Work closely with the Head of School to ensure that LWP meets 100% compliance protocols for city, state, and federal School Food requirements.

Finance, Accounting, Inventory and Purchasing
- Work with the Head of School to ensure spending is within the school budget allocated line items.
- Coordinate payroll and acts as the primary liaison with the back-office provider for the day-to-day-management of the budget, payroll, purchasing procedures, tracking and financial reporting
- Maintain accurate records of all financial transactions, including uploading all receipts/invoices to a secure online folder and ensuring weekly posting to the 3rd party financial vendor invoicing systems.
- Participate in monthly meetings to review and account for budget variances; monitor usage of the school budget line.
- Ensure adherence to financial protocols, as dictated by the primary finance advisor/vendor.
- Maintain consistent communication with all school vendors. Ensure accurate accounts, timely procurement and payment, and to the extent necessary, appropriate vendor management.
- Coordinate all necessary procurement transactions, including accurate and up-to-date inventory for all school inventory (main office supplies and teacher/student supplies).

Facilities
- Manages coordination of all daily facility related operational tasks of the school building.
- Oversee facility wear and tear and make recommendations for facility improvements.
- Manage building maintenance and support the custodial staff to ensure the school building is clean and safe on a daily basis.
- Ensure that shared facility spaces (offices, hallways, classrooms) have adequate/functional furniture to support school functions.
- Execute the Head of School vision for Visual Culture, ensuring the hallways, office spaces, and classrooms reflect a joyful academic environment for all LWP staff and students.

Technology
- Serve as the point person for 3rd party technology vendors, working closely with the vendor to ensure that all LWP technology is 100% functional and operational.
- Oversee asset management for student and staff laptops and classroom technology

(overhead projectors, doc cams, smartboards).
- Ensure the Main Office and teacher work spaces are equipped with technology-related resources, as requested by the Head of School (laminators, poster printers, etc)
- Manage the vendor relationship for copiers and printers. Ensure that LWP has functional copiers and printers. Troubleshoot and resolve any technology-related issues with copiers and printers.

Transportation
- Effectively communicate with transportation services to ensure accurate and timely transportation routes for all students.
- Manage the transportation vendor/bus service relationship.
- Ensure all transportation related invoices are paid on-time.

Human Resources/Staff Support
- Ensure school-wide compliance with HR related requirements: staff fingerprints, teacher certification, I9 documentation, and all federal and state workplace regulations.
- Serve as a HR point person for basic HR paperwork, procedures and compliance. Work closely with HR service provider and Head of School to appropriately escalate HR issues/concerns., procedures, and paperwork; ensure comp

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