Dean of Operations

Description

Organization Overview

Excel Academy is a network of 5 schools in Massachusetts and Rhode Island that prepares students in grades 5-12 to succeed in high school and college and engage productively in their communities. The majority of our 1,700 students identify as Latinx or Hispanic and will be the first in their families to graduate from college. Families choose Excel because our students consistently outperform their peers in growth and achievement and are 5x more likely to graduate from college.

At Excel, we believe that every student—regardless of race, zip code, or economic status—deserves access to a free, high quality, holistic education. During their middle school journey with us, students grow at a pace faster than most peers in their state. This is possible through a combination of high expectations, rigorous instruction, and individualized support. At our nationally ranked high school, students achieve at the highest level and are poised for success in their chosen college or career path.

About Our Team

Everyday, our team members choose to be positive, drive their own growth, uplift one another, and hold the highest possible beliefs for what students can achieve.

About the Role

The Dean of Operations manages all aspects of school operations, serves as a member of the school’s leadership team, and is the leader of the school Operations Team.

They will serve as a model of resilience and grit while supporting all areas that ensure our students have a space that fosters emotional, physical, and spiritual safety while they engage in rigorous content. The Dean of Operations works to ensure the quality and efficiency of the school on a day-to-day basis, while also taking on medium-to-long term projects to improve the operations or programs of the school. The ideal candidate will possess skills in organization and demonstrate strong project planning execution and completion in a timely manner.

Duties and Responsibilities

Leadership and Management

• Develops the school-wide operation's vision that supports and operationalizes the academic and cultural vision of the school in partnership with the school and network leadership teams

• Plays a leadership role in the school’s strategic and annual planning and budgeting processes

• Hires, manages, coaches, and develops school operations team members and holds them accountable to goals and outcomes

Finance & Purchasing

• Works closely with the School Leader to develop the school’s annual budget

• Actively manages the school budget throughout the year by participating in monthly budget meetings with the Network Finance team to review budget variances, actively monitoring school spending, and proactively seeking opportunities to ensure spending is always aligned to the school’s academic priorities

• Manages the school purchasing process by establishing clear systems for staff to request items, placing orders with vendors, tracking delivery, and coding and submitting purchases orders, invoices, and reimbursement requests

• Manages the school payment process for activity fees, testing, and other miscellaneous payments

• Approves school purchases under a specific financial threshold

• Serves as the first school-based point of contact regarding finance and works with the Network Finance team to ensure financial compliance and reporting
  

Facilities & Maintenance

• Owns the vision for the school facility, and oversees external vendors to ensure facility issues are properly handled, including maintenance, managing staff/vendors, and campus safety

• Manages all aesthetics and staff room supplies throughout the facility

• Ensures that the main office is neat, organized, welcoming and has all important family-facing materials

• Coordinates with the Network Director of Capital Planning and Facilities to manage capital planning projects and ensure summer renovations and maintenance are completed
  

Food Service, Transportation, and Special Events

• Serves as the eyes and ears of the school to ensure that all school operations run seamlessly each and every day, proactively problem solving and developing systems where needed

• Oversees all aspects of food service, including quality, managing staff/vendors, meal tracking, and compliance

• Manages the logistics of meal delivery (breakfast, lunch, snacks) including staff duty schedules and food preparation schedules and routines

• Oversees all aspects of transportation including vendor management, arrival and dismissal procedures, and setting and managing staff duty schedules

• Owns logistics of communications and external relations through family communications

• Owns all logistics (e.g. transportation, lodging, meals, staffing plan, etc.) of all off-site field trips and all on-site special events (Report Card Nights, Performances, Graduation, staff celebrations, etc.)

• Serves as the point person for hosting visitors on school tours

Technology & Equipment

• Ensures that students and staff have access to needed technology and works with external technology vendors to plan technology-related enhancements

• Leads the school opening/startup process each year to ensure that doors are ready to open by ordering furniture, equipment, instructional supplies, and ensuring that student services (e.g. food service, transportation) are ready to go

• Manages the school’s supply and asset inventory (e.g. computers, Chromebooks, curriculum)
  

Student Information, Testing, and Educator Operations Support

• Manages systems for and maintains accurate student data and information in compliance with federal, state, regional and school expectations

• Manages the coverage of classes/duties for staff that miss work and manages the process by which teachers seek coverage for absences

• Works with the School Leadership Team to manage the logistical elements of all major student assessments (i.e. MCAS, IAs, etc.)

• Manages logistics of report cards/progress reports/transcripts

• Develops, prepares, and schedules courses for teachers and students each year

• Builds relationships with both educators, students, and families
  

Student Recruitment & Enrollment

• Manages student enrollment and re-enrollment and collaborates with the Network Director of Student Recruitment and Enrollment on strategies to ensure full enrollment

• Maintains enrollment at or above pre-determined enrollment numbers throughout the year

• Ensures that family info sessions, school tours, and the school’s enrollment process are tightly planned and executed
  

Risk Management, Compliance, and Human Resources Administration

• Ensure that the school is prepared for emergencies by conducting all drills and training staff on emergency plans

• Partners with Human Resources/Talent on the new hire process (e.g. interviews, new hire offer letters, onboarding)

• Partners with Human Resources/Talent to ensure that school staff have complete, current, and accurate employee files and certifications; all personnel interacting with students have background checks on file; and schools comply with all areas of legal compliance (e.g. Human Resources, FERPA, etc.)

• Collects all items from terminating employees and partners with the regional human resources team on any action items surrounding the exit logistics

• Tracks time off data from school based staff and assess leave trends

• Communicates leave needs and critical dates to the Human Resources team and assists in the facilitation of employee leaves

Mission Alignment

• You share a commitment to and belief in all students and the mission of Excel Academy Charter Schools, including Excel’s values and educational model;
• You are committed to addressing racial and economic inequity in education;
• You work effectively in a team environment and have a willingness and desire to support others in doing their best work; and
• You are open to change, are willing to problem-solve, and seek feedback for your own professional growth and improvement.

Qualifications

• A minimum of three years of experience as a Director, Dean or Manager of Operations in an urban public school or charter school setting required;

• The ability to speak Spanish preferred, but not required;

• Excellent prioritization and time management skills, and a systematic approach to project management;

• Excellent written and verbal communication skills;

• Experience in spreadsheet or database management;

• Demonstrated success in a fast-paced, entrepreneurial environment;

• The ability to work effectively in a team environment and the willingness and desire to support others in doing their best work;

• A commitment to working with underserved, urban youth; and

• An unwavering commitment to and belief in the mission of Excel Academy Charter Schools, including Excel’s values and educational model

Excel Academy Charter Schools do not discriminate on the basis of race, color, national origin, creed, sex, ethnicity, sexual orientation, gender identity, disability, age, ancestry, athletic performance, special need, proficiency in the English language or a foreign language or prior academic achievement.

Applications will be reviewed as they are received and candidates are encouraged to apply as soon as possible.