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School Operations Manager

4 months ago

Doral, United States KIPP Miami Full time

Job Description

The SOM will be the face of operations for our students and families. They will ensure that they are effectively recruited and enrolled at the school and ensure that record keeping in our student information systems and files is accurate and up to date. Additionally they will ensure that we are “audit-ready” at any time and maintain accurate information in anticipation of FTE counts all while creating a welcoming environment for our families and visitors. 

Here's what you'll be doing:

Registrar

Coordinate all activities related to student registration, transfer, withdrawals and maintenance of student records, for the regular school term and summer session, as appropriate

Respond to inquiries regarding registration, foreign student registrations, student records, FTE accounting and reporting and Master Schedule

Review student records and registration information to determine immigration and immunization status and health records 

Manage collection of all compliance documents and enrollment files for incoming, current and transferring students and work with regional offices to ensure enrollment records are accurate and up to date

Assist in the development of the curriculum bulletin, prepares subject selection cards and aids in the production of the Master Schedule (Secondary schools)

Operate computers to access and manage 2 separate Integrated Student Information System to enter and maintain data such as student records, class schedules, grades, personal information, health information and related data and 

Request and/or forwards cumulative folders and transcripts, and distributes report cards and room assignment cards for regular and summer school

Verify student enrollment for various local or state agencies, as required

Prepare transmittals or transfers for students leaving school due to promotion or address change; receives transcripts for incoming students and verifies home address

Provide instructions to office personnel regarding the nature, operation and use of the Integrated Student Information System

Prepare and types correspondence, memoranda and reports as required

Serve as custodian of student records; reviews the retention of student records and insures compliance with State, District regulations pertaining to the same

Manage and maintain progress reports (such as report cards, attendance, behavior reports), including printing, distributing and archiving

Manage administrative responsibilities including preparing and maintaining student files and generating progress reports and transcripts

Compliance

Manage all student and family facing components of the audit and corresponding charter tool uploads

Manage all compliance needs for Title 1 

Manage and responds to any additional compliance requests from the district, state or KIPP

School Operations Projects and Communication

Act as emergency coordinator of student/ staff medical issues 

Build and guide implementation of systems for managing communication, paperwork, and office activities

needed  

Serve as the primary source of information for families including generating all-calls, distributing newsletters and other communications, as needed

Develop school-based marketing and messaging materials for visitors, teacher recruits, and families

Serve as liaison between parents, students and staff with exemplary customer service skills in order to actively engage and build relationships with stakeholders 

Answer phones and direct calls to appropriate party, as needed  

Manage and part time employees to support school operations in an efficient, effective, and customer service-oriented capacity and ensure all administrative tasks completion and office information is up to date and accurate and manage timesheets

Student Recruitment and Enrollment

Organize staff efforts to support student recruitment and enrollment processes 

Manage enrollment processes for all new students

Manage and support family engagement events for new families 

Engaging in critical conversations with families who are considering transferring out and escalate to other key stakeholders as needed

Manage collection of all compliance documents and enrollment files for incoming, current, and transferring students and work with district office to ensure enrollment records are accurate and up to date

Adhere to region’s backfilling policy on student enrollment

Track and manage completion of Welcome Visits

Data Support

Provide all Tier 1 Data Support

Attendance

Develop and implement incentive and intervention systems to increase student attendance

Auditing and supporting attendance calls and escalate family concerns as needed

Track student attendance to maintain high data accuracy and high student attendance

Work to ensure staff are consistently and accurately entering attendance records

Collaborate and lead weekly attendance meetings with the Student Support Team to identify students needing additional supports and design support plans and next steps

Maintain high communication with families and staff to problem solve and support around attendance issues

Misc.

Create an environment and interact with families in a way that is aligned with our school culture priorities 

Develop and leverage trusting relationships with families in the support of the school and the child’s best interests 

Serve as a day to day contact with any school vendors who interface with families, including but not limited to Food and Nutrition and Transportation 

Owns and manages other school-based systems or projects as requested by the DCO