School Operations Administrator

Overview

Location:

Willie Jeffries School of Excellence

Position Type:
Full-Time, Exempt

Reports To:

Principal

Position Overview:

The School Operations Administrator (SOA) is a critical leadership team member responsible for overseeing and managing non-instructional functions that support the academic mission of the school. This includes operations, finance, compliance, human resources onboarding, risk management, IT support coordination, and facilities oversight. The SOA ensures all systems run efficiently and in compliance with applicable policies, regulations, and school goals.

Human Resources & Onboarding

• Support all school employees with onboarding tasks including new hire paperwork and benefits submissions via the designated HR system.
• Maintain accurate and confidential employee records.
• Coordinate with HR and Finance to ensure the school adheres to staffing budgets. Monitor and support employee time and attendance, leave balances, and related approvals.
• Train staff on relevant HR platforms and policies.
• Assist with benefits-related tasks including enrollment, family status changes, FMLA, disability requests, and 401(k).

Payroll & Financial Operations

• Audit and authorize payroll submissions; generate payroll-related reports.
• Submit and track purchase orders; manage vendor relationships. Oversee school financial operations including budgeting, staffing matrices, and petty cash.
• Review and process invoices and check requests in coordination with Finance.
• Maintain financial compliance with all relevant policies, including managing NSF checks and deposits over regulatory thresholds.

Operational Oversight

• Manage school facilities, transportation, and food service coordination.
• Oversee compliance and licensing requirements for the school.
• Ensure all operational permits are current and posted.
• Serve as the point of contact for maintenance, IT, and safety-related service requests.

IT & Inventory

• Supervise school-based IT support staff and manage technology requests through help ticket systems. Maintain up-to-date inventory of equipment, keys, and other assets.
• Coordinate distribution and return of keys and devices at the beginning and end of the school year.

Risk & Compliance

• Serve as liaison for student accident and employee workers' compensation claims.
• Enforce adherence to safety protocols and incident reporting.
• Collaborate with Facilities and Finance on property and casualty claims.
• Partner with Compliance and Grants teams to support audits, timelines, and documentation.

Grants Administration

• Collaborate with Grants Manager to implement and monitor grant timelines and drawdowns.
• Attend training to remain updated on grant-related requirements and school-level execution.

School Support

• Provide logistical coordination for field trips, events, and school activities.
• Track and report operational metrics and recommend improvements.
• Participate in school leadership meetings and dashboard reviews, following up on operational tasks as needed.

• Bachelor’s degree or higher in Business Administration, Accounting, Finance, or related field.
• Minimum of 2 years of experience in school operations or business management; education setting preferred.
• Proficiency with Microsoft Office Suite and other business/HR software platforms.
• Strong organizational, leadership, and interpersonal communication skills.
• Ability to maintain confidentiality, solve problems independently, and enforce school-wide policies.
• Demonstrated knowledge of bookkeeping, HR processes, and compliance reporting.

While performing the duties of this job, the employee is regularly required to communicate effectively; sit, stand, walk, and use hands to handle or feel objects, tools, or controls. The employee is frequently required to reach with hands and arms and occasionally lift and/or move up to 25 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position operates in a professional school environment. The role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and instructional materials.…