School Operations Manager

Monday - Friday; 7:30am-3:30pm

$29.71/hour - $32.68/hour

DIVISION:

Academic Services

CLASSIFICATION:

Non Exempt

JOB GRADE:

12

SUMMARY OF DUTIES

Under the guidance of the Director of Education, the School Operations Manager works as a member of the school leadership team to regularly assess building wide policies and procedures, providing subsequent recommendations to enhance efficiency throughout the entire school building. The School Operations Manager provides oversight of various school supports including administrative, school nutrition, and client management systems.

REPORTING RELATIONSHIP

Reports to the Director of Education

ESSENTIAL DUTIES AND RESPONSIBILITIES

Management Responsibilities

• Supervises and guides the front desk receptionist and clerical support staff.
• Provides oversight of the CMS Application and related processes.
• Responsible for the oversight of the school nutrition program.
• Supervises and guides school nutrition program members.
• Participates in the selection process of new hires.
• Disciplines, trains, and assigns subordinates.
• Establishes and appraises performance levels of subordinates.
• Monitors compliance with on-site policies and procedures pertaining to, but not limited to: incident reporting, quality assurance regulations, fire safety and employee conduct.
• Constantly maintains high professional standards at work with regard to personal behavior and interactions with other staff, individuals, and outside agencies.
• Organizes, conducts, and participates in staff meetings, in-service events, etc.
• Provides staff development and training, including orientation.
• Participates in professional development and community and inter-agency committees to remain current on changing trends and program requirements.
• Reviews and approves subordinate timecards and time off requests.

Clerical Support

• Under the direction of the DOE, responsible for managing all aspects of the school’s main office operations and procedures.
• In conjunction with school leadership, takes on a leadership role during the planning and execution of school events and activities.
• With direction, may compose a variety of materials such as letters, memoranda, bulletins, etc.
• Observes confidentiality procedures and ensures documentation and communications have the necessary safeguard to ensure confidentiality, security and control. Involvement with high-level contacts and exposure to sensitive information necessitates considerable use of tact, diplomacy, discretion and judgment.
• Provides a time management service to the DOE and Principals to ensure their ability to attend all meetings at the appointed times including managing and maintaining the DOE’s schedule, appointments and travel arrangements.
• Performs purchasing tasks for Education department by contacting vendors, preparing and typing requisitions, and maintaining records of purchases.
• Assists school administration with the scheduling of parent meetings, teacher observations, tours and events - including the scheduling of meeting rooms.
• Provides support to Principals, Coordinators, and Department Heads in the oversight and adjustment of employee time cards to ensure their accuracy for supervisor approval.
• Completes other clerical responsibilities as requested by the DOE and Principals.

Operational Support

• Under the guidance of the Director of Education (DOE), ensures efficient and professional procedures throughout the school.
• Assist with the development and implementation of school-wide policy and procedure manual.
• Responsible for establishing student records retention schedules in compliance with FERPA guidelines.
• Ensures the front desk is operational, functional, and staffed.
• Maintains the School Messenger system, to include calling each family/parent/guardian to ascertain reason for absence. Maintain an anecdotal record of these phone calls.
• Record daily call-ins. Generate and email out daily staff attendance document.
• Under the direction of School Administration, assigns substitutes and lunch coverage.
• Assists in preparation of teacher evaluation paperwork.
• Works independently and without need for on-site supervision.
• Consistently complies with all Agency policies and procedures.
• Constantly maintains high performance standards at work in regard to personal behavior and interaction with staff, students and outside agencies.
• Participate and/or facilitate school committees as needed.
• Performs other duties as assigned.

Therapy Support

General duties: Provide the direction and oversight necessary to ensure effective data entry, proof-reading, district, county, or department specific report compilations, electronic and paper record keeping and filing, data base creation, maintenance and basic program statistics, keeping and maintaining FFS department staff schedules, and general office duties, i.e., answering phones, filing, copying, scanning, mail.

The School Operations Manager will implement systems to monitor and ensure the following tasks are completed:

• General support to the Department Coordinator as needed.
• Additional duties as established by department growth.
• Review daily session notes on CMS for clerical errors at the end of each month and then submit a notification to providing therapist and specific Therapy Department Head for corrections if needed.
• Review Erie County CPSE Session notes for possible omissions/errors specific to the requirements of the Speech Therapy Department, send notification to therapist for any possible corrections, and then provide all Erie County CPSE speech therapy notes to Speech Therapy Department Head for signature.
• Email session notes and other applicable billing paperwork to corresponding school districts.
• Generate scripts for related services in accordance with student’s IEP, and input signed script information into CMS System
• Review completed session notes for errors and forward documents to therapists for corrections
• Generate, print, and separate Niagara/Erie County CPSE Speech reports, Submit Erie county notes to Speech Supervisor to sign, in accordance with Erie County timetables. Upload all notes into CPSE Portal for billing.
• When notified of signed OT/PT/SP scripts the Specialist will upload script information into Kinney System for Buffalo School Aged Students
• Use the Woodstock program to submit Medicaid, El and CPSE documents to Erie County.

SKILLS AND ABILITIES

• Possess good time management skills.
• Possess organizational skills to be efficient in a multi-tasking environment.
• Show the ability and desire to work as part of a team.
• Display a high level of written and oral communication skills.
• Display a high level of interpersonal skills.
• Display knowledge of computer and ability to utilize word processing and data record keeping programs, including all Outlook.
• Exhibit ability to problem solve and work independently when necessary.
• Ability to provide customer service at a professional level.

EDUCATION AND/OR TRAINING

• Minimum Education: Associates degree in applicable field and at least 3-years of experience in clerical support.

BENEFITS

Paid holidays
Paid time off (PTO)
Health, dental and vision insurance
Agency paid life insurance and long-term disability
Supplemental insurance: short-term disability, life insurance, cancer care insurance, pet insurance
Employee referral program
401k w/Agency match & more

Equal Opportunity Employer
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