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 LAhas 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:

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