Website CWC_LosAngeles Citizens of the World Los Angeles
Citizens of the World Los Angeles
School Operations Manager
Job Title: School Operations Manager
Reports to: Principal
Employment Type: Full Time
Salary: $67,500-$80,000
Fair Labor Standards Act Status: Exempt
Work Class: Classified
About Citizens of the World Los Angeles
The mission of Citizens of the World Los Angeles (CWC LA) is to provide a socio-economically, culturally, and racially diverse community of students in Los Angeles with an intellectually challenging, experiential learning environment that develops each student’s confidence, potential, and individual responsibility as citizens of the world. CWC LA schools develop students’ social and emotional skills to prepare them to become citizens of the world, and we promote academic rigor through a constructivist, project-based learning approach, to support and develop children’s natural intellectual curiosity. CWC LA enrolls a diverse student body that reflects the abundant diversity of the communities served by our schools.
On a grown path to serving more than 5,000 students in the coming years, CWC LA operates five charters:
CWC Hollywood (TK-5th) operating since 2010.
CWC Silver Lake (TK-8th) operating since 2012.
CWC Mar Vista (TK-8th) operating since 2013.
CWC West Valley (TK-4th) operating since 2020.
CWC East Valley (TK-3rd) operating since 2021.
CWC LA has a Regional Support Office (RSO) that supports all CWC LA schools. We work with our network partners at Citizens of the World Charter Schools (CWCS), linking the schools in Los Angeles to CWC schools in other parts of the country.
Our core values are embraced by the entire community:
Excellence:We demand lasting quality.
Diversity:We are better and stronger because of our differences.
Authenticity: We are our true selves in this work, and we are candid.
Community:We care deeply about people. We share and build partnerships. We celebrate, laugh, and seek joy, even in the tough times.
Change:We welcome the unknown, embracing the unexpected and new. We adapt to meet the ever-changing times. We find new ways.
Job Overview and Summary
The School Operations Manager will support our schools with their operating systems and processes to enable excellent teaching and learning. Your responsibilities will include Finance & Purchasing, the School Nutrition Program, Facilities, Student Health and Safety, State and Federal Compliance, and Fundraising. You will report to the Principal, manage 1-2 school operations team members, and work closely with the Regional Support Office (RSO) and our charter school back office provider Excellent Education Development (ExED).
Key Buckets of Work
The School Operations Manager’s responsibilities include:
School Leadership & Team Management:
Lead non-instructional functions of a school, including front office school operations
Content expert for school operations responsible for successfully executing systems, processes, and policies in non-instructional areas, and ensuring state and federal compliance requirements are completed on time
Set both performance and development goals for the school operations team
Collaborate with the broader CWC school operations staff and learning community, including other School Operations Managers across the region, to drive operational best practices across the region
Additional duties as assigned by the principal to ensure an efficient, safe, and compliant school
Finance and Purchasing:
Lead procurement and purchasing for the school including placing orders, inventorying items received, and handling returns/exchanges.
Manage cash receipts, deposits, and staff reimbursement forms
Coordinate with the RSO and ExED to ensure effective implementation of financial policies
Assist the Principal, Regional Operations Team, and Director of Finance with budget management
Vendor Management:
Collect, process, and file W-9s, agreements/contracts, certificate of insurance (COI), and vendor certifications for school vendors
HR Functions
Manage and lead bi-weekly payroll processing for hourly and salaried employees twice a month. This includes reviewing and correcting all timesheets, approving unresolved time off, adjusting employee changes, flagging concerns to the leadership team about OT and Meal penalties, and providing timely submission of timesheets to the HR designee
Lead all Worker’s Compensation claims. This includes reporting claims, providing employees with information needed for care, compliance documentation, notifying HR of the injury, and assisting CharterSafe with questions on the injury
Point person for all new hires. This includes greeting and assisting new hires with school tours, protocols, and procedures.
Liaison in troubleshooting for employees on all school-based platforms such as Paycom, ParentSquare, and Aeries.
Coordinate a coverage process when requesting substitute teachers
School Nutrition Program:
Manage the School Nutrition Program, including overseeing servers, coordinating with meal vendors, ensuring compliance with applicable laws and regulations, and ensuring meal program processes are compliant and cost-effective
Facilities:
Oversees the upkeep of the school’s facilities with support and guidance from the RSO
Manages routine maintenance requests for the school, ensuring maintenance, pest control services, etc. are properly carried out
Manages the janitorial staff to maintain buildings clean and well-maintained
Student Health and Safety:
Manage school safety processes and compliance, including supporting with administering trainings, coordinating drills and safety audits
Oversee student health initiatives, including immunizations and student health assessments.
Leads implementation of health and safety guidelines at schools to prevent the spread of COVID-19
Partner with the RSO and School Leadership Team to respond to emergencies
Event Planning & Coordination:
Coordinate with bus companies for regular and field trip transportation
Provide logistical support for school events and activities as needed
Student Information System:
Works with RSO to ensure data systems and platforms are maintained with accuracy and integrity
Ensures all student, staff, and family files are securely stored
Collaborates with school staff to update and/or confirm data required for local and state reporting
Core Competencies for the Role:
Embodies Our Operating Values and DEIB Commitments
Demonstrated alignment to the CWC core values and operating norms
Demonstrated skill and/or desire to perform work in alignment with the CWC values and norms.
Understands the dynamics of privilege and its effect on the world. Believes in the power of honesty, vulnerability, and self-actualization.
Is self-reflective, and this shows in their commitment to growth and valuing differences.
Strategic Planning and Preparedness
Backward Planning: Define clear objectives and establish step-by-step plans to achieve long-term goals, ensuring that every action aligns with the end vision.
Contingency Planning: Develop robust contingency plans to anticipate and effectively respond to unforeseen circumstances, maintaining operational continuity under various scenarios.
Proactive Problem-Solving: Encourage a forward-thinking approach to identify potential challenges early and devise effective solutions, optimizing resources and minimizing disruptions.
Leadership, Management of Self and Others
Inspirational Leadership: Motivate and inspire staff by setting a positive example, clearly communicating vision and values, and showing genuine investment in team success.
Effective Management of Others: Develop and empower team members through clear communication, constructive feedback, and opportunities for professional growth, fostering a collaborative and high-performing team environment.
Professional Maturity: Maintain composure and demonstrate resilience in challenging situations, effectively de-escalating conflicts and modeling emotional intelligence.
Professional Integrity: Follows through with work. Takes ownership over mistakes and seeks support to grow professionally.
Professional Flexibility: Relates well and works effectively with diverse groups of people.
Values differences and seeks to understand by asking questions.
Actively listens.
Stakeholder Engagement and Relationship Management
Influencing and Gaining Buy-in: Persuasively communicate ideas and strategies to various stakeholders, securing their support and fostering collaborative partnerships.
Relationship Building and Management: Establish and nurture positive relationships with all school stakeholders, including staff, students, parents, and community members, ensuring open lines of communication and mutual respect.
Managing Up and Across: Effectively engage and collaborate with higher management and peers, ensuring alignment with broader organizational goals and facilitating cross-functional cooperation.
Operational Excellence and Resourcefulness
Systems Creation and Refinement: Design, implement, and continuously improve operational systems and processes to enhance efficiency, effectiveness, and user experience.
High Level of Organization: Maintain meticulous attention to detail in organizing resources, schedules, and information, enabling smooth and efficient operation.
Strategic Resourcefulness: Demonstrate innovation and strategic thinking in utilizing available resources, identifying opportunities for improvement, and overcoming obstacles to achieve objectives.
Problem Solving and Prioritization
Analytical Problem Solving: Employ a methodical approach to identify the root causes of issues and develop practical, sustainable solutions.
Effective Prioritization: Skillfully manage competing demands by assessing the urgency and impact of tasks, ensuring that resources are allocated to maximize outcomes.
Growth Mindset: Operates as a learner. Encourages vulnerability, poising self for development and growth.
Requirements and Qualifications
Bachelor’s degree or equivalent experience required
Minimum of 2 years of relevant work experience
Experience in managing payroll utilizing the current payroll platform and troubleshooting as needed
Managerial experience required
Prior experience within a school setting and/or working with students is preferred
Ability to build relationships with school administration, school operation teams, and other key stakeholders with a focus on collaboration
Strong analytical, critical thinking, and creative problem-solving skills
Maintain outstanding attention to detail and willingness to get the job done
Communicate and interact effectively with multiple stakeholders (written and verbal)
Strong commitment to customer service
Exhibit strong organizational, planning/project management, and implementation skills
Ability to work independently and with a team
Adaptability and flexibility
Experience working in a fast-paced environment
Exercise discretion in the dissemination of information – student, family, and staff.
Travel, as needed, for professional development opportunities
Understanding of computer software programs including Microsoft Office (Word, Excel, PowerPoint), and willingness to learn new software programs
Fluency in writing and speaking Spanish and/or Korean (preferred)
Physical Requirements and Typical Work Conditions are examples of the physical aspects that this classification performs in carrying out the essential job functions;
Must be able to communicate verbally and in writing effectively to exchange information, do presentations, etc.
Approximately 50% of the time is spent sitting, frequently required to walk, stand, and bend.
Occasionally required to stoop, kneel, crouch, or crawl.
Employees must lift and or move unassisted up to 20 pounds
Sitting or standing for extended periods and manual dexterity to operate a computer and other various office equipment as needed
Required to speak and listen for extended periods.
Ability to acclimate to different work environments as may be required to be in an outdoor, office, school environment, etc. for a long period of time.
Equal Opportunity Employer
Citizens of the World Charter Schools (CWC) prohibits discrimination, harassment, intimidation, and bullying in educational programs, activities, or employment based on actual or perceived ancestry, age, color, disability, gender, gender identity, gender expression, nationality, race or ethnicity, religion, sex, sexual orientation, parental, pregnancy, family or marital status, military status, immigration status or association with a person or a group with one or more of these actual or perceived characteristics. CWC requires that school personnel take immediate steps to intervene when safe to do so when he or she witnesses an act of discrimination, harassment, intimidation, or bullying. Questions or complaints of alleged discrimination, harassment, intimidation and bullying, equity or Title IX equity and compliance concerns should be directed to: CWC Talent and Human Resources Department at talent-hr@cwclosangeles.org
To apply for this job please visit gethelios.com.
