Job DescriptionHere's what you need to know:The Associate Director of Academic Operations (ADAO) will be the face of day-to-day academic operations for our students, staff and teachers. They will work collaboratively with the Director of School Operations (DSO), Teaching and Learning (T&L), and the school leadership team to ensure that the operational needs of teachers and of the instructional program are being met. They also partner with our KIPP Forward (KF) team to support their efforts in preparing for college and career readiness. The ADAO will be a critical player in supporting our schools' operations so that our school leader and instructional staff can focus on what matters most: helping our students get to and through college.
Here's what you'll be doing:School Schedule Development and Maintenance / Registrar
- In partnership with the DSO and T&L, leads the annual school schedule build for the coming school year and is ultimately the owner of the school's master schedule.
- Reviews transcripts and schedules all new students in PowerSchool
- Implements any necessary schedule changes requested by students and/or staff throughout the school year
- Supports students in ensuring that they are on track for graduation as needed.
- Completes transcript requests for students that have transferred or graduated
- In coordination with School leader, maintain the course catalog and bell schedule
Test Coordination and Administration (PSAT, SAT, State Testing, AP, iReady)
- Serve as the school's testing coordinator for PSAT, SAT, AP, and NJ state assessments - rostering, scheduling, proctor training, day-of administration, makeups, and irregularity reporting
- Ensures appropriate student testing environment and coordinates with T&L and tech team as necessary
- Attends any required CMO (Charter Management Organization) and/or state trainings
Home Instruction Coordination
- Lead the home instruction process for students on medical home instruction and suspension in compliance with all state requirements
- Serve as the external vendor liaison and ensure contracts are in place and purchasing orders are setup for home instruction
- Update Student Information Systems with the required program information
- Regularly audit to ensure compliance with home instruction requirements and that teachers are providing required services
- Setup and approve home instruction payroll
Academic Operations
- Own grade integrity: audit gradebooks for accuracy, monitor GPA trends, and build action plans with teachers and managers where gradebooks are off track
- Manage transcripts, report cards, and testing reports - including alumni transcript requests and graduation verifications from outside agencies
- Meet with T&L and tech team as necessary
- Serve as the school based point person for summer school planning including the identification of and communication to families of students at risk for retention
Graduation Support
- In coordination with KF, maintain graduation progress tracking system
- In coordination with KF, quarterly monitor students progress to graduation and regularly adjust student schedules as needed (i.e. IEP placement changes, transfers, change requests, retained students)
- In coordination with KF, implement and support diverse CTE (Career and Technical Education) opportunities for students
- Ensure students have schedules that allow them to graduate with a standard diploma
- Work with KF counselor and DSO to ensure logistics for Diploma and transcript distribution for graduation and post-secondary matriculation
- Track student progress toward scholar and CTE distinction diplomas working with KIPP Forward to promote completion of distinction diplomas
- Manage tracking of student completion of all assessment requirements and alternate assessment pathways
Staff Support
- Schedule, arrange for and communicate class coverage with substitutes and internal teachers daily
- Support the DSO as needed with staff onboarding to the organization
- Coordinate any professional development support in partnership with school leadership team
- Communicate all operational updates through staff notes and school specific communication streams
- Support school staff as requested with logistics for school events and activities including Saturday School, parent meetings, assemblies, shows, graduation, and field trips
- Troubleshoot with external service providers as needed and oversee their work when necessary
- Partner with the leadership team on school readiness for the first day of school and maintaining building standards throughout the year
Tech Support
- Owning the 1:1 technology system for students
- Tier 1 tech support to all staff and students as needed
- Manage and maintain relationship with technology team as it relates to 1:1 tech support
- Manage student staff device deployment and auditing
- Ensure all technology is ready and functional for key testing windows
Student Recruitment and Enrollment
- Lead/support in new student onboarding and first days of school
- Partner with the leadership team on retention conversations with families considering a transfer
- Support with 8th to 9th transition and immersion days as needed
- Support larger operations team with attendance and student recruitment/ enrollment initiatives
Outcomes:
- Meet school-specific ADA goal by LDOS Meet school-specific CA goal by last day of school
- Meet school-specific persistence goal by 9/30/26
- 90% of staff agree/strongly agree across "Day-to-day operations at my school run smoothly," "When I need something at my school, I know who to ask," "Procedures at my school maximize the time students spend learning," "My school's systems track student information in a way that is useful and up to date" on internal stakeholder surveys (TNTP)
- 90% of staff agree/strongly agree across "Attendance systems run well at my school" and "I have access to the supplies I need to do my job" on internal support surveys
QualificationsMust Haves:- Bachelor's degree
- 2+ years managing school operations in a charter or district setting
- Proficient in GSuite and Microsoft Office, specifically Excel and Google Sheets
- Experience using SIS systems such as PowerSchool
- Database management and reporting
- Strong written and oral communication skills
- Strong interpersonal skills
- Demonstrated ability to work with a team on collaborative projects
- Ability to remain calm and solutions-oriented in high-stress situations
- Commitment to doing whatever it takes to ensure our teachers and students have what they need to be successful
- Ability to proactively problem solve and anticipate challenges before they occur
- Ability to identify inefficiencies and generate creative solutions
- Ability to manage multiple projects simultaneously and comfortably with ambiguity
- Strong organization skills and meticulous attention to detail
- Superb customer service skills and love and support for families and children
- Ability to troubleshoot and manage high stress situations with a calm and positive demeanor
- This job requires the individual to be fully vaccinated against COVID-19, absent a legally required accommodation, pursuant to a New Jersey Executive Order and federal and state guidance
Nice to Haves:- Previous experience in a customer service oriented role
- Previous experience in an educational or non-profit setting
- Experience with generative AI and platforms such as Claude and ChatGPT
- Proficiency in Spanish
- Direct experience with at least two of: master schedule building, state or College Board test coordination, student rostering, or transcript/credit management
Additional InformationCompensation & BenefitsKIPP NJ offers competitive salaries to newly hired staff members. Salaries are based on prior experience and in accordance with certification requirements. KIPP NJ offers a competitive salary range of $87,000-$113,000+ for this position.
In addition to a competitive salary, KIPP NJ offers a generous benefits package including, but not limited to, the following:
- Robust benefits that include medical, dental, and vision
- Participation in the New Jersey Teachers Pension and Annuity Fund, provided appropriate teacher certification
- Optional participation in the KIPP NJ 403b retirement plan, including matching contributions
- A school-issued laptop
- Transportation benefits for TEAMmates commuting into Newark from the New York City area
- Generous Time-Off including 3.5-4 school vacation weeks (depending on the year), allocated sick and personal days, and an extended summer break
- Up to 12 weeks 100% parental leave for primary caregivers
- Employer paid life insurance
- Extensive optional ancillary benefits including, short term and long term disability and accident and hospital indemnity
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