Dean of Operations

Job Overview

The Dean of Operations is a critical leadership role responsible for overseeing non-instructional aspects of Galapagos Rockford Charter School. This includes directly managing office, lunchroom, and custodial staff, facilities, compliance, and technology. The Dean of Operations ensures the school is safe, clean, and functional. The Dean of Operations will work closely with the Chief Academic Officer (CAO) and other members of the administrative team to create a supportive environment for scholars and staff. The Dean will serve as a key-holder for the school with responsibilities to open and close the building.

Primary Responsibilities

Staff Management and Development

• Build capacity of and directly manage office, lunchroom, and custodial staff to ensure the school is safe, clean, and functional and that operations run smoothly.
• Oversee day-to-day office workload to ensure the timely and accurate completion of activities.
• Provide training, mentoring, and coaching to office staff to improve their skills.
• Plan and provide professional development to staff on operations related content.
• Develop and lead workshops, study groups, and PD sessions as assigned by the CAO.
• Maintain and ensure easy access to up-to-date schedules, calendars, and newsletters.
• Supervise arrival, morning duty, lunch duty, and dismissal daily.
• Provide morale-boosting and esprit de corps activities to show appreciation for staff, including frequent public and private praise.
• Plan daily appreciation activities during Instructor Appreciation week and organize social events or activities for staff quarterly.

Facilities and Compliance

• Serve as the on-site contact for facility maintenance.
• Ensure all maintenance issues are promptly attended to on a daily basis.
• Manage all facility requests submitted by staff.
• Ensure all visitors, parents, scholars, and staff adhere to all Galapagos policies, procedures, and rules.
• Provide training to office staff on Galapagos visitor policies.
• Monitor visitor logs, visitor information, and proper display of passes daily.
• Ensure guests are given the appropriate guidelines during their visit.
• Oversee all non-financial compliance, including ensuring compliance with all emergency drill requirements.
• Ensure staff understand emergency plans and have access to emergency information.
• Keep up-to-date exit maps and emergency binders posted and on file.
• Manage the purchase order process, ensuring the master list is up-to-date and proper PO procedures are followed.
• Ensure accurate scholar records and registration data, including up-to-date and complete scholar health forms.
• Ensure up-to-date employee files and records.
• Oversee end-of-year compliance audit (non-financial).
• Communicate with the district as necessary.
• Manage and maintain all required compliance reporting, including but not limited to fire drills, safety inspections, and student data reporting.
• Prepare and submit accurate and timely reports to the CAO, the board, and relevant external agencies, as required.

Technology Coordination

• Serve as the technical coordinator, maintaining contact with all technology-based vendors.
• Address technology problems or concerns, escalating to vendors when necessary.
• Oversee maintenance of computer labs and equipment and manage the resolution of all technology requests submitted by staff.
• Develop and implement technology policies and procedures to ensure responsible and effective use of technology resources.
• Manage the school's website and other digital communication platforms, ensuring content is current and accurate.
• Manage the school’s social media accounts, ensuring frequent and appropriate postings are created.
• Coordinate and organize all test administration.
• Ensure 100% participation in Fall, Winter, Spring Testing within a three-week period.
• Ensure ethical compliance to all testing procedures.
• Oversee the management and security of student and staff data in compliance with privacy regulations.
• Ensure instructors have all supplies and resources necessary for instruction.
• Monitor all supply requests and orders and ensure orders are filled quickly.
• Develop and oversee a process for maintaining inventory of all supplies and materials, ensuring that expenditures for supplies remain within budget.
• Take initiative to produce purchase orders to ensure supplies are always available.
• Maintain the organization of materials in the bookroom, including the professional resource library.

Recruitment and Support

• Participate in the recruitment and hiring process.
• Be an active member of the hiring committee, involved in application screening, phone & formal interviews.
• Actively recruit for Galapagos staff, instructors, and fellows at various career fairs, events, and information sessions.
• Manage portions of the recruitment process as directed by the CAO.

General Responsibilities

• Attend all administrative team meetings.
• Serve as a key-holder for the school with responsibilities to open and close the building.
• Prepare and present reports to the Galapagos Board of Directors at all scheduled Board meetings.
• Participate in all school community activities and special events.
• Perform duties not described above that are deemed necessary to ensure the smooth operation of Galapagos Charter School.

Qualifications

• Bachelor's degree required; Master's degree preferred.
• Proven experience in school operations or a related field.
• Strong leadership and management skills.
• Excellent communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Strong organizational and problem-solving skills.
• Commitment to the mission and values of Galapagos Charter School.
• Experience with data management systems and reporting tools.
• Knowledge of relevant education laws and regulations.

Reports To: Chief Academic Officer (CAO)

Direct Reports: Operations Staff (Office Staff and Assistants, Lunchroom and Custodial Staff, IT Support)