Director of Operations - Nashville - Nurses Middle College Nashville

Description

Job Title: Director of Business Operations

General Responsibility

To manage and improve all business operations, including managing processes for payroll, purchasing, account coding, human resources, inventory, meal program and IT.

Performance Responsibilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The responsibilities listed below are representative of the knowledge, skill and/or ability required.

Operations Management

• Manage files on all vendor services, including copiers, postage, food service, custodial service, security, and cell phones.
• Manage relationships and oversee the work of all vendors including janitorial, facilities, grounds, maintenance, copy machines/fax machines, IT, transportation, and food service.
• Ongoing review of all vendor/management agreements/contracts to ensure accuracy of contents as compared to the scope of work.
• Manage day-to-day student transportation, schedule buses for field trips, and busing services working with the Office Manager to order all RIPTA passes monthly.
• Ensure that the school site is in full compliance with all health and safety standards as required (local, state and federal).
• Mitigate risk management by ensuring compliance, reporting and maintaining files of all risk-related incidents at the site. Reports any/all injuries to the Workers Compensation carrier.
• Assist in the management of the school's food service program, coordinate setting up, managing the vendors, and establishing the meal program, including following all Federal guidelines for operation and reimbursement and ensure all records are managed and maintained.

Facilities

• Create and maintain all classroom systems and physical upkeep, process maintenance requests, conduct building walkthroughs for function and appearance, and manage all maintenance vendors.
• Ensure procedures are in place for preventative maintenance program, asbestos management plan, OSHA compliance plan, building evacuation plan, and federally mandated programs.

Human Resources

• Maintain accurate records, on-site personnel files, and reconcile substitute teacher program expenses with teacher time off.
• Ensure all mandated federal, state and local employment laws are posted and maintained.
• Work with the Benefit Broker to enroll/terminate benefits with all carriers.
• Maintain HRIS system ensuring valid certification and licenses of employees.
• Manage and track leave management (leaves of absence, FMLA), ensuring adherence to federal, state and local regulations. Utilizes the HRIS/Payroll software to track this information.
• Manage Workers Compensation claims and documentation.
• Facilitate the completion of all new hire and separated employee paperwork.
• Track employee attendance and produces reports of such.

Inventory Management

• Collaborate with appropriate school-based staff (Director of Teaching and Learning, Office Manager, and Facilities Manager) to maintain an accurate tagging inventory of technology and fixed assets.
• Ensure that an accurate inventory of all technical equipment and materials is maintained by the technology staff and reported in the business office.
• Ensure that all site property is held in secure locations and distributed using reasonable controls.

Financial

Payroll

• Process and facilitate payroll on the appropriate payroll cycle, ensuring that all payroll documentation is reported accurately based on the employee's status. Verifies and distributes payroll.
• Process reimbursements including 403(b) for school staff.
• Maintain the ADP payroll and HRIS system to ensure accurate and updated payroll and HR information on employees.
• Reconcile payroll, bills for benefits, to ensure accuracy and compliance with grant requirements, benefit deductions, pay changes.
• Reconciles bills for benefits, ensuring enrollment/termination for each carrier.
• Reconcile employee retirement designations in the payroll system to ensure accurate retirement contributions are made by the back-office service provider.
• Remit retirement contributions each pay period for the company's 403b plan.

Procurement Process

• Manage the purchasing process utilizing the purchase order system and execute all authorized purchase orders timely.
• Ensure that the receipt of all materials is reported to the receiving department/employee.
• Ensure that all shipments contain the items and quantities requested based on the purchase order or invoice.
• Ensure proper purchasing procedures are followed at all times.

Accounts Payable

• Submit invoices to the Bill.com software to be reviewed, coded and approved prior to payment.
• Review outstanding invoices in Bill.com periodically to stay up to date on all outstanding amounts owed.
• Coordinate with the back-office service provider and the Executive Director to ensure timely reviews and approvals for processing.
• Ensure monthly credit card and manual checks tracker (provided by GT3) is coded each month.

Accounts Receivable

• Collect enrollment reports from PowerSchool regarding currently enrolled students for each billing cycle in coordination with the Recruitment Enrollment, and Family Engagement Specialist.
• Works in conjunction with the Recruitment, Enrollment and Family Engagement Specialist and local LEA to ensure proof of residency records are up-to-date for billing cycles and that accurate enrollment data is in PowerSchool at all times.
• Review and reconcile TISA funds that are received to ensure receipt of all TISA funds made available to the school.
• Manage and reconcile student activity funds (if any).
• Manage and reconcile petty cash accounts (if any).
• Ensure monthly deposit tracker (provided by GT3) is coded each month.

Grant Compliance / Deadlines

• Comply with all Tennessee State Board of Education, local, State, Federal and private philanthropic deadlines for grant compliance, financial reporting and cash reimbursement requests.

Other Professional Responsibilities

• Consistently, enthusiastically and deliberately promote and model the Nurses Middle College Pillars of Nursing: character, scholarship, compassion and empathy, professionalism.
• Consistently demonstrate adherence to the fidelity of the Nurses Middle College model.
• Act on the belief that all students can learn and advocate for students' best interests. Maintain expectations for growth mindset within the school community.
• Act ethically and with integrity while following all school, district, local, state and federal policies, procedures, and protocols.
• Use appropriate branding of the school that is aligned with mission and vision, in all internal and external communications.
• Contribute to a safe, supportive, and positive collegial environment; always maintains positive and professional attitude and communications.
• Passionate and invested in the school's mission and the core belief that people and schools can grow.
• Establish and maintain a database on federal, state and chartering authority laws, rules and regulations, pertaining to school personnel hiring, compensation, benefits, revenue/grants compliance, reporting requirements, etc. that impact the school operations and finances.
• Assume the responsibilities of the creation and management of all logistical systems and manage/oversee the Recruitment, Enrollment, and Family Engagement Specialist, Facilities Manager, and Office Manager positions.

Qualifications

1. Bachelor's degree in Finance, Accounting or Business Management or related fields required with a minimum of three (3) years experience strongly preferred.
2. Prior experience in budget management, accounting, operations management, personnel administration, facilities management and inventory management preferred.
3. Strong experience in urban charter school K-12 school settings preferred - not required.
4. Strong background in ADP payroll and HRIS experience.
5. Previous human resources and payroll experience are highly preferred.
6. Proficient in Microsoft Office products (i.e., Word, Excel, PowerPoint) and Google Apps for Education (i.e., Docs, Sheets, Google Drive).
7. Meticulous attention to data and reporting to drive financial decision making.
8. Must have excellent interpersonal skills when working with students, teachers, colleagues, parents, administrators and headquarters.
9. Must have excellent written and oral communication skills.
10. Must be highly organized and manage time and resources effectively, prioritizing efforts according to organizational goals. Multi-tasking skills are important.
11. Ability to follow procedures while remaining flexible.
12. Consistently demonstrates respect and appreciation for others by empathizing, valuing their time and contributions, and being available and responsive to their needs.
13. Seeks constructive feedback and other opportunities for self-development.
14. Current fingerprint criminal record clearance.
15. Proof of U.S. Citizenship, residency or work visa required.

Benefits

NursesMC-Nashville offers a versatile benefit package to all eligible employees, which includes medical, dental, vision, life and long-term disability insurance plans; an integrated Health Reimbursement Account (HRA) plan; Flexible Spending Account (FSA) option; Retirement 403(b) Plan; Teacher Pension Plan; Employee Assistance Program (EAP); FICA, Medicare and State Temporary Disability Insurance (TDI) programs; paid holidays; paid time off (PTO); and professional development opportunities. NursesMC-Nashville is loyal and committed to employees, and the provision of a robust benefits package is just one way in which we prove that commitment.