Operations Manager, Charlotte Lab School | 2024-2025

Job Posting Date: May 24, 2024

Application Closing Date: May 31, 2024

Hours: Full-Time, 11 month, Onsite

Start Date: August 1, 2024

Contract End Date: June 30, 2025

Responsibilities

The Charlotte Lab School Operations Manager will have responsibilities in support of Lab’s operations vision which may include:

• Coordinate with the Director of Operations to develop and facilitate:
  • Daily front office systems and procedures, including:
    • Open and close front office entrance to school daily;
    • Greet visitors in a warm, friendly, welcoming manner;
    • Maintain full-time supervision of the front office and lobby spaces, ensuring orderly flow and traffic through the spaces;
    • Ensure all visitors follow proper Lobby Guard (or other security sign-in) procedures and wait for appointments in the lobby;
    • Answer phone calls, emails, and chat messages in a timely manner – taking messages, guiding families and community members to appropriate forms of contact for various staff members (i.e. email, schedule meeting), forwarding pertinent information to appropriate staff members from guardians and/or community members;
    • De-escalate, and maintain calm in, heightened-emotion or high-energy situations;
    • Maintain brand-aligned and relevant decor within the front office and lobby spaces, as approved by the Executive Director;
    • Review incoming mail, packages, faxes, and other deliveries and distribute as necessary;
    • Maintain field trip sign-out and sign-in from the building;
    • Maintain money collection process, as outlined by the Head of Finance;
    • Maintain school and office supply inventory;
    • Organize and maintain the school lost and found;
  • Basic student health services, including:
    • Review and file students’ Medical Action and Allergy Forms;
    • Keep staff informed of student medical needs and allergies;
    • Log, manage and administer medication, as prescribed with proper medication forms on file;
    • Prepare and monitor sign-out/sign-in of student medications for field tips/offsite activities;
    • Operate the health desk, including:
      • Maintain logs of student illness and injury;
      • Contact and provide guardians and other staff members with student medical updates ,as needed;
      • Provide minor first aid (such as band-aids, ice packs, etc.);
      • Maintain sanitary conditions in health space, ensuring all health-service areas and materials are in compliance with health and/or fire code requirements;
  • School nutrition program execution, including:
    • Upload student information to TItan
    • Process family applications in Titan
    • Processing Direct Certifications in Titan, extending benefits if applicable
    • Provide administration and oversight of the daily breakfast and lunch operations;
    • Ensure nutrition program documentation compliance;
    • Provide the Head of Finance & Compliance with all required information related to monthly reimbursement processes;
    • Maintain regular communication with families regarding balances, in collaboration with the Head of Finance & Compliance;
    • Ensure any nutrition and food-service areas and materials are in compliance with health and/or fire code requirements;
  • School transportation program management, including:
    • Facilitate timely communication between the bus company, school, and guardians regarding morning and afternoon bus updates;
    • Serve as an onsite backup for morning and afternoon bus issues;
    • Track payments from families to the bus company in partnership with the company;
    • Communicate regularly with families regarding balances;
  • Facilities safety and operations management, including:
    • Execute quarterly HVAC maintenance;
    • Coordinate weekly trash pick up;
    • Oversee custodial staff;
    • Coordinate landscaping;
    • Perform weekly facility walk-throughs to ensure all parts of the building are in good working order;
    • Coordinate required building repairs with outside service providers, with Head of School Operations approval – including gathering multiple quotes, overseeing work, verifying quality of work prior to payment;
    • Maintain facility fire safety compliance, including maintaining the fire safety binder, fire permit, fire extinguisher servicing, etc.;
    • Create and manage building signage according to Lab branding, ensuring all spaces are clearly labeled, exits are visibly marked, exit maps are posted in every classroom and communal area, and the annual school map is current and accurate;
• Coordinate with the Director of Operations to develop and facilitate daily student attendance processes, including:
  • Student Late-Arrival: ensure proper sign-in procedures are followed, distribute late passes, and maintain safety and flow within the front office and lobby spaces during the high traffic late-arrival period;
  • Student Early-Dismissal: develop and monitor early dismissal tracking systems, verify identification, call for students, manage student interns through retrieval of students, ensure proper sign-out protocols are followed, and maintain safety and flow within the front office and lobby spaces during the high traffic early dismissal period;
• Coordinate with the Director of Admissions & Student Records to develop and facilitate daily student record processes, including:
  • Maintain accurate student contact and emergency information in the front office;
  • Efficiently navigate student information systems (i.e. PowerSchool, Student Success Hub, CRM) to access required information in a timely manner;
  • Communicate with other staff members regarding changes and updates to student records.

Take on other responsibilities as needed, and as assigned, to ensure student and school success.

Qualifications

Candidate MUST:

• Able to fulfill the responsibilities listed above;
• ​Hold a Bachelor's degree from a four year institution;
• Have at least 5 years of experience in education, community engagement, or communications;
• Maintain ​unquestioned integrity and commitment to Lab’s vision, mission, and growth;
• Maintain professional demeanor, strong self-confidence;
• Hold excellent interpersonal, verbal communication, and written communication skills;
• Hold exceptional organization and prioritization skills in order to effectively meet competing deadlines;
• Have comfort with technology, experience with Google Suite, quick learner of various computer applications;
• Demonstrate experience in, or passion for, leading diverse populations.

In addition, the Lab School Leadership Team will look favorably upon candidates who:

PREPARATION:

• Hold a Master's degree or have completed an equivalent leadership program;
• Have at least 3 years of office or campus management experience;
• Fluent in Spanish;

PERSONAL QUALIFICATIONS:

• Desire to work collaboratively with others in all aspects of the role;
• Display strong judgment and decision-making skills;
• Demonstrate ability to work in a dynamic, fast paced, start-up environment both independently and as part of a team.

MINDSET:

• Are motivated to work in an open, progressive school environment; 
• Are independent thinkers;
• Are reflective in their practices and have a growth mindset; 
• Demonstrate flexibility and adaptability, and ability to thrive in ambiguous situations;
• Demonstrate innovation and creativity;
• Take initiative, are self-starters, and demonstrate leadership skills;
• Have high energy, humility, and a good sense of humor.

Compensation

Charlotte Lab School offers competitive compensation commensurate with experience and education level using our compensation rubric. All salaries are determined pending verification of experience by our Finance/HR divisions and Board of Directors budget approval. This role falls under pay grade 1S. Please note the following regarding use of the rubric:

• Assistant, instructional, dean and counselor salaries (Grades 1-4) are determined based on 1 year credit for 1 year of teaching and/or other relevant experience. Increased pay for advanced degrees (which may include specialized leadership programs or certifications) is indicated above and paid on the basis on completion of qualifying programs.
• Leadership salaries (Grades 5 and above) are determined based on 1 year credit for 1 year of leadership experience, and .5 year credit for each year of teaching experience. Advanced degrees are assumed, so not considered in this scale. 

The position also includes medical insurance for the employee, with voluntary dental and vision plans, and spouse/family coverage. Lab also provides access to a Flexible Spending Account for health and childcare expenses and an opportunity to contribute to a 403b retirement plan. Lab provides employees with 11 PTO days each year. Full time Charlotte Lab School faculty members also receive priority in the student admissions process.

Application Process

Please visit our Careers Page to learn more about working at Lab and our Job Board to complete an application. You will be asked to include your resume and a detailed cover letter demonstrating your interest in working for Charlotte Lab School.

Charlotte Lab School is strongly committed to hiring a diverse and multicultural staff and we encourage applications from traditionally underrepresented backgrounds. Charlotte Lab School does not discriminate on the basis of race, color, gender, handicap, age, religion, sexual orientation, national, ethnic origin, or any other reason prohibited by state or federal law.