Job Title: Manager of Operations

Philosophy

Phoenix Charter Academy's mission is to challenge young people in our area with an academically rigorous and individually tailored curriculum. Phoenix scholars will have the support, resources and training needed at Phoenix Charter Academy to succeed academically in high school and college, and become economically secure in their future. Phoenix Charter Academy is named after a mythological figure of strength, healing and renewal.

Phoenix schools challenge resilient, disconnected young people with rigorous academics and relentless supports, so they take ownership of their futures and succeed in high school, college, and as self-sufficient adults.

Role Summary

Manager of Operations work closely with the Phoenix Network Director of Finance and Operations and the Chief Operating Officer, but report directly to the Head of School and take ownership of all non-academic areas of school-based administration.  We are looking for an exceptional problem solver who is highly organized with excellent communication skills, collaboration skills and attention to detail.

Leadership Commitments

All leaders model the core values and mission of Phoenix Charter Academy in every piece of their work and at all times. In order to be successful, all leaders must be innovative, relentless, humble and communicative with all members of the Phoenix Charter Academy community. Further, leaders should have a strong desire to take ownership of various projects and should possess an entrepreneurial spirit.

Qualities of a Phoenix staff member:

• Unwavering Belief in Phoenix Scholars - Phoenix staff operate with the deeply held belief that all young people want to and can succeed even in the face of what can seem like insurmountable barriers and societal constraints.
• Ability to Put Scholars First - Phoenix staff go above and beyond to ensure mastery of the skills and development of positive self-identity that will ensure success for college, careers and beyond.  Phoenix staff find every opportunity to engage in teaching and learning with scholars, using conflict to build supportive relationships with scholars and never taking things personally.

• Eager to Learn Under Pressure - Phoenix staff must be able to learn as they go in a fast paced, ever evolving, urgent environment. They have the desire to receive direct feedback and the ability to implement the feedback into practice quickly.

• Humility - Phoenix staff approach problem solving with curiosity and desire to understand the perspectives of others.  They carry an internalized sense of “I can always learn more” from others, and know that adults at Phoenix must model the qualities of being open-minded and willing to make mistakes and learn from them.

• Experience with Low Income Communities -  Staff have the proven ability to work across cultures and experience serving low-income communities and/or academically-disconnected adolescents.  
• Ability to Find Inspiration In the Small Things - In the face of challenge and hard work,  Phoenix staff must have the ability to find humor, inspiration, success and joy in the day to day interactions with scholars and the larger Phoenix Community.
• Personal Commitment to Cultural Proficiency and Ongoing Development - Phoenix staff are ongoing learners about diversity, equity and inclusion and seek to understand the ways that their self-identity and experiences impacts and interacts with their daily work, colleagues and scholars.

Specific Responsibilities

Leadership

• Oversee all operational functions of the school
• Serve as a key member of Leadership Team

Systems Design

• Create and improve systems for all operational aspects of the school (technology, keys, school calendar, staff out calendar, procurement, front office, hiring paperwork, scholar files, communication, building use and maintenance, emergencies, etc.).
• Think strategically, anticipate problems and implement solutions around systems for all aspects of operations.

Relationship Management

• Supervise Front Office Manager, IT Specialist and Registrar
• Manage all front office personnel and day to day operations of the front office
• Manage relationships with custodial services and facility support staff
• Manage all Fellows around operational duties in partnership with the AmeriCorps Program Manager
• Manage all neighbor relations
• Maintain strong relationship with landlord

Operations

• Ensure the creation and maintenance of accurate and current files for all invoices, receipts, deposits, HR paperwork, timesheets and other files as necessary.
• Oversee the maintenance of cumulative scholar files.
• Design and oversee quarterly scheduling process
• Create and enforce school duties schedule with Director of School Culture. Enforce building coverage schedule with Director of School Culture.
• Ensure that staff coverage is adequate daily, coordinating with all instructional and operational personnel as necessary.
• Coordinate set-up for all state-mandated testing, with Head of School support, including MCAS, ACCESS, and NWEA, including ordering and processing materials, writing coverage schedules, etc.
• Manage the distribution of breakfast, lunch, and snack each day.

Finance/Procurement

• Monitor school budget and update departments as necessary
• Meet quarterly with Network Director of Finance and Operations to review budget
• Oversee all supply ordering including instructional supplies, office supplies, food supplies and cleaning supplies.  Maintain and update supply request system daily. Anticipate materials needed for all terms in the school year and for all upcoming events and complete ordering in a timely manner.

Facilities

• Manage the facility (classrooms, offices, public spaces, etc.) so that it is clean, presentable, and in working order at all times.
• Immediately troubleshoot problems that may arise.
• Ensure proper functioning and maintenance of the heating, electrical, plumbing, roofing, and other building systems in collaboration with Network Staff
• Oversee and assume responsibility for security of the facility, including managing the alarm system, camera system, key distribution and tracking, and any other security issues.
• Maintain and uphold building safety systems in case of fire, lockdown, or other emergencies.
• Design and oversee tracking systems of all school property including copiers, computers, fax machines, furniture, etc.

Head of School Support

• Assist the Head of School with troubleshooting, planning visits to the school, etc.
• Complete projects as directed by the Head of School.

School and Staff Culture

• Internalize mission and make it central to all decisions and actions.
• Create a positive, safe, and professional learning environment for all scholars.
• Create personal, warm relationships with all scholars, always holding hope for them.
• Acknowledge positive behavior or achievement and reward scholars.
• Communicate regularly with parents/adult supporters through phone calls, email correspondence, and/or in-person meetings.

**It is understood that this Job Description is a summary of the primary duties and responsibilities of the position. It is not intended to be a complete and total description of each and every duty and responsibility. As such, this job description in no way states or implies that these are the only duties to be performed by this employee. He or she will be required to follow any other instructions and to perform any other duties requested by his or her supervisor.

It is also understood that the Network retains the right to modify this Job Description at any time, for any reason, at the Network’s sole discretion**

We seek a diverse workforce. Phoenix Charter Academy is an Equal Opportunity Employer. As an Equal Opportunity Employer, Phoenix Charter Academy is committed to providing equal opportunity to staff and applicants in all areas of employment without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, or veteran status, or any other area protected by federal, state or local law. Phoenix Charter Academy is committed to making any reasonable accommodation necessary to support an individual's employment.