Director of Operations

Director of Operations

Capital Preparatory Schools is a charter school management organization operating a network of educational communities. Our mission is to build a path where there was none. From its inception, the Capital Prep community—our scholars, parents, faculty, and staff—have come together to create a compelling and meaningful educational experience. The Capital Preparatory Schools has four school locations: one in Harlem, one in the Bronx, New York, and two locations in Bridgeport, Connecticut providing students in grades K–12 with a year-round, college-preparatory education that encourages students to become scholars and agents of change.

Capital Preparatory Schools believes that all children, when given the right conditions and environment, will succeed and excel in their academic and social-emotional growth. This is achieved by blending elements of academic models that successfully support students from historically disadvantaged populations, with innovative approaches that get 100% of our graduates accepted to four-year colleges.

Focusing on the key attributes of leaders, our learner expectations are designed to develop students who are:

• Collaborators
• Problem solvers
• Researchers
• Empathetic citizens
• Pillars of knowledge

With the support of the Capital Preparatory team of skilled and compassionate educators, students realize their academic abilities, advocate for social justice and fulfill their civic responsibilities. As leaders of social justice, we expect our students to use their education to improve the lives of others. The position reports to the Director of Operations and both Upper and Lower schools Principals.

Capital Preparatory Schools is committed to teaching and learning that promotes the success of every student by:

• Creating a safe and enjoyable educational environment that encompasses our social justice model and that ensures every graduate moves on to attend college;
• Providing individualized instruction and enrichment opportunities for students to ensure that gifted students are challenged and struggling students are supported;
• Hiring and growing quality Illuminators and leaders and empowering them to use their craft to inspire students to achieve at the highest levels.

Job Responsibilities, include but are not limited to:

• Management and leadership
• Overseeing day-to-day school operations & managing business/finance, school operations, facilities/maintenance, and emergency services.
• Managing day-to-day relationships with technology consultants, NYCDOE SchoolFood, substitute teaching services and staffing professionals, security, nursing, and fixed asset acquisitions services
• Collaborating with IT Administrator/vendor to quickly resolve staff technology issues
• Collaborating regularly with Principal and other school-based leadership to ensure a safe, learning environment and to improve and refine school policies and procedures
• Working with Executive Director of Network Operations to develop and share best practices, and ensure smooth operations for the school
• Working with Executive Director of Facilities, Construction, and Fleet regarding facilities matters
• Collaborating with leadership to attend and support task forces, leadership retreats, family engagement meetings
• Main Office
• Establishing a main office culture that provides high-quality, professional customer service to all stakeholders, and upholds behavioral expectations of students, as measured by visitor's surveys
• Maintaining an organized, working environment that accounts for receipt of all parent and Illuminator submissions
• Ensuring the efficient operation of the main office, including, but not limited to mailings, parent notifications, attendance, office machine maintenance, cash handling, and other needs of program leadership
• Compliance and Reporting
• Coordinating all fire, evacuation, crisis, and bus drills and ensures they are completed in accordance with compliance laws and the Safety plan
• Managing BEDS & SAVE process, and other information reporting to NYSED, with support and supervision of the Executive Director of Network Operations
• Ensuring scholar health and immunization information are up-to-date and in compliance with the law
• Collaborating with the Principal to prepare for authorizer site and renewal visits, and readiness reviews, with support and supervision of the Executive Director of Network Operations
• Working with the Chief Financial, Chief of Schools, and Chief Talent Officer to ensure accurate data submission for monthly invoicing to the DOE for scholars and for special needs
• Responding to document requests or grant submissions that require school-specific student information
• Managing insurance for school (property/liability, student accident, and directors and officers) in coordination with Finance department
• Health
• Establishing and managing protocol for school nurse that is in accordance with the School Safety Plan
• Coordinating Hearing and Vision screenings
• Overseeing compliance with CPR and AED certifications for staff, with support and supervision of the Executive Director of Network Operations
• Ensuring all scholars are compliant with immunization and physical examinations, with support and supervision of the Executive Director of Network Operations
• Purchasing and Inventory
• Managing all aspects of the school's purchasing, inventory, equipment and supplies
• Ensuring that NYSTL, NYSSL, NYSLIB funds are expended in line with city-imposed deadlines and meets the needs of Illuminators
• Event Management
• Collaborating with school leadership to develop and implement action plans for school-wide events and staff retreats
• Providing operational support for the execution for school-wide events, including: transportation, information dissemination, traffic flow, venue logistics, audiovisual needs, etc.
• Student Information and Record-Keeping
• Ensuring school's information management database is synchronized at all times with ATS and supervises data entry of both systems, including, but not limited to the following areas: personal contact information, health and emergency information, academics, state exam scores, meal status, class rosters, special education services, Illuminator rosters, transportation eligibility and routing, and parental permission, with support and supervision of Director of Network Operations
• Ensuring contents of student files are accurate, and is organized and filed as required by state law
• Providing statistical data on student information, as required for state, Board of Directors and other stakeholders
• Student Services
• Managing all aspects of student meal program including, but not limited to: maintaining a current and accurate count of students eligible for free and reduced meals; reporting of all meal eligibility and consumption information to the appropriate sources; invoicing of parents for meals; relationship management with the school's food service vendor; and assuring that food service is healthy and safe
• Managing all aspects of student transportation (yellow bus, metro cards, and field trip passes/buses) including, but not limited to: eligibility and routing determinations for all students; troubleshooting and resolution of transportation issues; implementing an all-clear coverage schedule; and relationship management with bus vendors and families
• Managing all field trip requests, including transportation and permits
• Managing relationship with after school programs and communicates any scheduling variances with staff and families
• Administering transportation and uniform scholarships
• Student Recruitment and Enrollment Responsibilities
• Managing student recruitment activities, including public relations materials and mailings, and school tours/information sessions for families, with the support and supervision of Director of Network Operations
• Maintaining an active registry of all community organizations for the purpose of outreach
• Collecting files and inputting administrative paperwork of new scholars
• Managing new student lottery so that it runs in accordance with NY state law
• Tracking scholar applications and maintaining student waiting list in accordance with NY state law
• Managing student transfer and withdrawal process to secure necessary paperwork from student's former or current school
• Coordinating with Principal and other school-based leadership new student orientation days
• Reporting out priority level statistics to the Executive Director of Network Operations
• Facilities Management
• Overseeing condition of physical plant, and works with facilities staff and leadership to ensuring that all spaces are clean, organized, and safe
• Resolving all staff needs with physical space and room maintenance, including moves and setups of classrooms and offices during school launch
• Tracking all requests for facility repairs and ensuring that they are resolved quickly in conjunction with facilities staff and leadership
• Securing permits for space use as needed and communicating school event needs with facilities staff
• Coordinating with staff to ensure that hallways