Position: Director of Operations Position type: Full Time Position location (School): American Paradigm SchoolsDepartment: School AdministrationReports to: CEOEmployment status: Exempt Employment duration: 12 Months Position SummaryThe Director of Operations is responsible for overseeing and managing the daily administrative and operational functions of First Philadelphia Preparatory Charter School. Reporting directly to the School Chief Executive Officer (CEO), this position provides leadership and oversight in payroll administration, clerical staff management, regulatory compliance, food service operations, and overall school operational efficiency.
The Director of Operations serves as a key member of the school's leadership team, working collaboratively with the School CEO, school administrators, Human Resources, Finance, and other departments to ensure that school operations are conducted efficiently, accurately, and in accordance with established policies and applicable regulations.
A primary responsibility of this position is the management and oversight of payroll operations, ensuring accurate employee compensation, timely payroll processing, proper timekeeping procedures, and compliance with applicable payroll requirements.The ideal candidate demonstrates exceptional organizational skills, financial accountability, leadership abilities, attention to detail, and a commitment to supporting a safe, productive, and well-managed educational environment.
Essential Duties and Responsibilities- Payroll Administration and Management
- Manage and oversee the school's payroll operations to ensure accurate and timely processing of employee compensation.
- Coordinate payroll preparation, verification, and submission in accordance with established payroll schedules and deadlines.
- Monitor and maintain employee timekeeping records through iSolved or other designated payroll systems.
- Review employee timesheets, attendance records, missed punches, and payroll adjustments to ensure accuracy.
- Ensure all employees comply with established clock-in, clock-out, and timecard verification procedures.
- Review and verify payroll information for salaried, hourly, full-time, part-time, and other eligible employees.
- Coordinate with Human Resources and the APS Central Office Payroll and Finance departments regarding new hires, employee separations, salary changes, stipends, and other compensation adjustments.
- Monitor payroll-related attendance, approved leave, paid time off, and other applicable employee absences in coordination with Human Resources.
- Identify, investigate, and resolve payroll discrepancies in a timely and confidential manner.
- Maintain accurate payroll records and supporting documentation for internal reviews, audits, and reporting requirements.
- Ensure payroll practices comply with applicable federal and state wage and hour regulations and established school policies.
- Communicate payroll deadlines and procedures to employees and supervisors.
- Provide guidance and training to school personnel regarding timekeeping procedures and payroll requirements.
- Prepare payroll reports and provide updates to the School CEO and designated Central Office personnel.
- Maintain strict confidentiality of employee compensation and payroll information.
- Establish internal controls and procedures to minimize payroll errors and improve processing efficiency.
- Daily School Operations
- Manage all aspects of the School's Student Information System.
- Oversee the daily administrative and operational functions of First Philadelphia Preparatory Charter School.
- Work directly with the School CEO to implement operational priorities, policies, and procedures.
- Ensure administrative operations support the school's instructional goals and overall mission.
- Coordinate daily operational activities to maintain an organized, efficient, and professional school environment.
- Identify operational challenges and develop practical solutions in collaboration with school leadership.
- Establish and monitor administrative workflows, procedures, and internal controls.
- Coordinate operational needs among school departments and designated APS Central Office personnel.
- Assist the School CEO with special projects, organizational initiatives, and operational planning.
- Monitor operational expenditures and resources within assigned authority.
- Provide regular reports and recommendations to the School CEO regarding operational performance and improvement opportunities.
- Serve as the school's Title IX Coordinator
- Clerical Staff Supervision and Scheduling
- Provide direct supervision and leadership to assigned school clerical, secretarial, and administrative support personnel.
- Develop, manage, and monitor clerical staff work schedules to ensure appropriate coverage throughout the school day.
- Coordinate staffing coverage during employee absences, approved leave, school events, and other operational needs.
- Monitor employee attendance, punctuality, timekeeping, and compliance with established work schedules.
- Assign responsibilities and establish clear performance expectations for clerical personnel.
- Ensure clerical employees are properly trained in school procedures, confidentiality, recordkeeping, customer service, and administrative responsibilities.
- Promote accountability, teamwork, professionalism, and effective communication among administrative staff.
- Ensure the school maintains appropriate front office coverage and administrative support services.
- Compliance and Regulatory Oversight
- Monitor school operational compliance with applicable federal, state, and local regulations, charter school requirements, and established APS policies.
- Collaborate with Human Resources, Finance, and school administration to ensure accurate maintenance of operational records and documentation.
- Ensure compliance with payroll procedures, employee timekeeping requirements, and administrative recordkeeping standards.
- Support internal and external audits by coordinating operational documentation and responding to information requests.
- Assist with the implementation and monitoring of corrective action plans when operational deficiencies are identified.
- Maintain organized records, reports, and supporting documentation in accordance with applicable retention requirements.
- Ensure administrative personnel adhere to confidentiality, data protection, and information security requirements.
- Monitor operational deadlines and required submissions.
- Work collaboratively with school leadership to identify compliance risks and recommend preventive measures.
- Maintain readiness for regulatory reviews, monitoring visits, and operational audits.
- Food Service Operations and Oversight
- Oversee the daily coordination and administration of the school's food service program.
- Work closely with food service personnel, contracted vendors, and school administration to ensure effective meal service delivery.
- Monitor compliance with applicable USDA, Pennsylvania Department of Education, and school nutrition program requirements.
- Ensure accurate maintenance of meal counts, required records, and food service documentation.
- Coordinate with designated personnel to ensure timely completion of required food service reports.
- Monitor food service quality, vendor performance, and adherence to established service agreements.
- Address operational concerns involving meal delivery, scheduling, staffing, and service interruptions.
- Coordinate with Finance regarding food service invoices, expenditures, and program-related financial documentation.
- Support compliance with applicable food safety, sanitation, and inspection requirements.
- Assist with the implementation of procedures to improve efficiency, accountability, and student meal service.
- Financial and Administrative Coordination
- Collaborate with the School CEO, Finance, and APS Central Office to support financial accountability and effective operational management.
- Coordinate with the school's fiscal personnel to ensure accurate financial documentation and timely reporting.
- Support payroll reconciliations and financial audits.
- Assist in monitoring vendor agreements and operational service contracts.
- Identify opportunities to improve efficiency and reduce unnecessary operational expenses.
- Ensure financial and administrative procedures align with established organizational policies.
- Leadership and Communication
- Serve as a member of the school's administrative leadership team and a key operational advisor to the School CEO.
- Maintain regular communication with the School CEO regarding payroll, staffing, compliance, food service, and other operational matters.
- Collaborate with school administrators, instructional leadership, Human Resources, and Central Office departments.
- Develop and implement strategies to improve administrative efficiency and accountability.
- Provide leadership and direction to assigned administrative employees.
- Promote a professional, supportive, and service-oriented work environment.
- Participate in leadership meetings, operational planning, and school improvement initiatives.
- Perform other related duties as assigned by the School CEO.
- Safety Coordinator
- Ensure emergency preparedness through coordinating and conducting school safety drills throughout the year in accordance with state and local compliance requirements.
- Review, update and maintain school Emergency Operations Plan (EOP) and all related annexes.
- Coordinate and facilitate School Safety Committee Meetings and Threat Assessment Team Meetings.
- Organize, coordinate and monitor staff training to ensure compliance with Pennsylvania Commission on Crime and Delinquency (PCCD) training requirements.
- Apply for, administer and monitor PCCD School Safety and Mental Health Grant funding through the e-grant system, ensuring compliance with grant requirements, deadlines, and reporting obligations.
Minimum QualificationsEducation- Bachelor's degree in business administration, Accounting, Finance, Human Resources, Educational Administration, or a related field required.
- Equivalent combinations of education and significant relevant professional experience may be considered.
Experience- Minimum of 5 years of progressively responsible experience in operations management, payroll administration, school business administration, or a related field.
- Minimum of 3 years of supervisory or administrative management experience preferred.
- Demonstrated experience managing payroll operations, including employee timekeeping, payroll verification, and reporting.
- Experience supervising clerical or administrative support personnel.
- Previous experience in a charter school, public school, educational institution, or similarly regulated environment strongly preferred.
- Experience with food service operations, regulatory compliance, and financial administration preferred.
Required Knowledge, Skills, and Abilities- Strong understanding of payroll administration, timekeeping systems, and payroll compliance.
- Proficiency in iSolved or comparable payroll and HRIS systems.
- Knowledge of federal and Pennsylvania wage and hour regulations.
- Excellent organizational, leadership, and supervisory skills.
- Strong analytical skills and exceptional attention to detail.
- Demonstrated ability to handle confidential employee and financial information.
- Strong interpersonal, verbal, and written communication skills.
- Proficiency in Microsoft Office, particularly Excel, Outlook, and Word.
- Ability to interpret and implement policies, procedures, and regulatory requirements.
- Strong problem-solving and decision-making abilities.
- Ability to work independently while maintaining effective communication with the School CEO.
- Commitment to the mission and educational goals of First Philadelphia Preparatory Charter School.
Work Environment and Expectations- Full-time, 12-month administrative leadership position.
- Primarily based at First Philadelphia Preparatory Charter School.
- May require schedule flexibility during payroll processing periods, audits, school events, and other operational priorities.
- Requires regular collaboration with the School CEO, administrative leadership, and APS Central Office departments.
- Must maintain a high degree of professionalism, confidentiality, accountability, and reliability.
