POSITION SUMMARY
The Interim School Operations Manager coordinates the daily systems that help Downtown Montessori Academy run safely, smoothly, and warmly. This interim role coordinates day-to-day workflows with non-academic and front-office staff and oversees the school's financial, human resources, payroll, facilities, testing, and administrative operations. The Manager reports to the Principal, with a dotted-line relationship to the Board of Directors, and partners with school staff to support students, families, and teachers.
CORE RESPONSIBILITIES
School Leadership and Daily Operations
- Lead the daily operating rhythm of the school in partnership with the Principal, helping ensure that students, families, and staff experience a safe, organized, and welcoming school day.
- Plan and oversee arrival and dismissal, including staff assignments, coverage, communication, and timely resolution of operational issues. Coordinate with the Principal on student supervision and matters requiring instructional or student-support leadership.
- Coordinate with non-academic and front-office staff on daily workflows, coverage, and operational priorities; provide procedural guidance and refer staffing or performance matters to the Principal.
- Oversee front-office systems and service, including family and visitor reception, phones and messages, attendance-related office workflows, records, and consistent communication with families.
- Coordinate office coverage, staff access, and daily readiness; maintain clear procedures for recurring school operations and escalate safety, student, or instructional matters to the appropriate school leader.
- Serve as school site lead for STAR, aimsweb, and Forward testing. Coordinate student rostering and the testing environment, and support the Principal and teachers with proctoring and test-day logistics.
Human Resources, Payroll & Benefits
- Manage payroll processing and accuracy review for each scheduled payroll cycle, including wage increases and payroll changes.
- Coordinate new-hire onboarding, including offer letters, background checks, employment verification, payroll setup, benefits and retirement-plan enrollment, building access, and equipment needs.
- Review and track I-9 documentation in isolved and maintain complete, confidential employee records.
- Review and approve PTO requests in coordination with the Principal and/or the designated staff partner.
- Coordinate termination processing and ensure timely closure of payroll, benefits, building access, and equipment matters.
- Arrange annual background checks for all staff and volunteers, consistent with school requirements.
- Lead the annual health-benefits review and renewal, coordinate employee benefit elections and changes.
- Coordinate administration of the school's 401(k) plan, including employee enrollment and contribution or election changes, and serve as plan administrator as assigned.
Finance, Accounting & Board Reporting
- Lead the annual budget development process, bringing budget preparation and ownership into the school while coordinating with RitzHolman for accounting support and financial reporting.
- Monitor spending against the approved budget, load or maintain budget data in QuickBooks, and provide timely updates to the Principal and the Board.
- Review and approve invoices for payment and strengthen financial controls for purchasing, reimbursements, and other spending.
- Oversee cash and banking operations, including online account access and check-signing responsibilities as authorized by the Board.
- Create or update written purchase rules for credit-card and Amazon spending, set approval levels, establish an Amazon business account, and communicate the process to staff.
- Serve as the primary liaison with RitzHolman; coordinate reconciliations, audit schedules, financial records, and other requested support.
- Coordinate the annual audit and Form 990 process, including financial schedules, records, Board minutes, and required review or negative-assurance sign-offs.
- Coordinate grant oversight and reporting with the Principal and staff, clarifying data collection, submission responsibilities, and deadlines.
Facilities, Vendors & Technology
- Coordinate building operations, identify needed work, and obtain and compare vendor quotes when appropriate.
- Manage vendor relationships and service quality, and obtain or compare quotes for facilities work when appropriate.
- Prepare information for annual building-insurance renewal and coordinate requested facilities and financial documentation.
- Serve as the school's point of contact for IT support and coordinate staff technology and access needs.
Governance, Compliance & Internal Systems
- Support the Principal to ensure the school meets its obligations under the charter school contract and attend charter school meetings as needed.
- Provide regular updates to the Principal and, through the dotted-line relationship, the Board, on financial condition, operating matters, risks, and progress on assigned work.
- Partner with the Principal on the school's relationship and reporting with Evident Change.
- Review, maintain, and improve internal procedures and policies, including the Employee Handbook, fiscal policies, employee onboarding, and approval workflows.
- Maintain organized records and dependable processes that support school operations, compliance, and Board oversight.
This position will be hired initially on an interim basis, with the opportunity to transition to a permanent role based on the school's needs and the candidate's fit and performance.