Manager of Business Operations & Development

Job Description

Job Description

MANAGER OF BUSINESS OPERATIONS & DEVELOPMENT

at Khan Lab School

ABOUT THE SCHOOL

Khan Lab School, launched in 2014 by Khan Academy founder Sal Khan, is an innovative, 300 student, TK-12 independent school with campuses in Palo Alto and Mountain View, California. The school prepares students for success in the rapidly evolving knowledge economy with attentively personalized instruction, student-led exploration and discovery, and mastery-guided progression.

ABOUT THE POSITION

Khan Lab School is looking for a multi-skilled and motivated difference-maker to work with our Chief Financial and Operations Officer to improve school operating processes and provide leadership for our annual fundraising activities. As Manager of Business Operations and Development you will be the member of the KLS leadership team tasked with assuring key Finance-related, Business-related, and HR-related processes fully and efficiently accomplish their intended purposes. In addition, you will serve an instrumental role in realizing the school’s community-engagement ambitions and achieving our fundraising goals. 

PRIMARY RESPONSIBILITIES

Finance & Business Operations

• Processes and Platforms . Oversee the school’s core business process workflows (e.g. purchasing, bill-pay, invoicing, collections, general accounting, financial reporting) and administer the systems used by the school to support those workflows. Gain, demonstrate, and share a thorough knowledge of system features and functionality. 
• Purchasing . Guide employees on the use of purchasing and expense reimbursement systems & processes. Grant access, train, and assure policy compliance.
• Reporting . Produce quarterly financial reports and review with school leadership.
• A/P and A/R . Collaborate with outside accountant to assure the timeliness and accuracy of invoice processing, the payment of amounts due, the billing for tuition and incidental charges, the prompt addressing of past due balances, and the resolution of questions, adjustment requests, or disputes. 
• Contract Management . Maintain a complete repository of the school’s contracts and agreements, including those related to building & equipment leases, custodial & landscaping services, association memberships, software subscriptions & licenses, student support services, experiential learning trips, contractors, events, etc. 
• Insurance . Be knowledgeable of coverages and policy limits. Request certificates of insurance when needed. Communicate with agent and/or underwriter is case of claims
• Payment Mechanisms . Set up and administer the electronic payment platforms utilized by KLS (e.g. PayPal, Venmo, Stripe, Square, etc.).

Human Resources

• Staffing . In collaboration with external service providers, coordinate recruiting, hiring, and onboarding processes.
• Benefits . Be front line provider of answers to employee questions about the school’s medical benefits offering and time off and leave of absence policies. 
• Training . Ensure employees complete required training at specified intervals (e.g. workplace violence prevention, injury & illness prevention, CPR, First Aid, etc.). 
• Workers Comp . Coordinate the completion of required documents related to workers compensation claims and serve as the main point of contact for the injured employee and the worker’s comp insurance company.

Fundraising & Community Engagement

• Annual Fund . Contribute to goal setting for the KLS Annual Fund. Propose strategies & tactics for achieving those goals, finalize a plan and develop a schedule, enlist volunteers, and lead execution efforts. 
• Donor Relationship Management . Build & maintain donor profiles. Acknowledge and recognize. Propose ways and means to purposefully engage and cultivate. 
• Fundraising Administration . Develop content for the KLS Giving page. Assure incoming donations are both recorded and acknowledged. Keep clear records of Restricted Gifts and assure their proper use. Provide regular reporting to CFO and Executive Director. 
• Family Association . Provide regular spending updates (e.g. budget vs actual reports) to Family Association leadership. Assist with the planning & execution of FA-sponsored activities.
• Event Planning & Execution . Take the lead on the planning and execution of “all-school” community-building and fund-raising events.

REQUIRED KNOWLEDGE, SKILLS, ABILITIES, & EXPERIENCE

• Bachelor’s degree required.
• A minimum of 5 years of relevant business operations and administrative experience, preferably in a school or nonprofit organization.
• Fundraising experience a major plus. 
• Familiarity with basic principles of accounting, budgets, employee benefits, and human resources practices. 
• Demonstrated experience as a strategic, forward-thinking, innovative problem solver.
• Desire to be a difference-maker and quick absorber of knowledge.
• Technologically adept, flexible & adaptable, organized, skilled at multi-taking, possessing outstanding interpersonal and communication skills
• Excellent planning and project management abilities.
• Event management expertise.
• Alignment with the mission and values of Khan Lab School

PHYSICAL & OTHER REQUIREMENTS

• Ability to occasionally lift, carry, push and pull up to 25 pounds as some regular organizational tasks involve moving desks, chairs, electronics, paperwork and other school supplies and equipment as needed.
• Must be able to remain in a stationary position at least 50% of the time.
• Capability of occasionally moving about inside an office setting to access file cabinets, office machinery, etc.
• Ability to proficiently and frequently operate a computer and keyboard as well as other office equipment such as calculators, copy machines, printers, and projectors.
• Consistently practice safe working habits while using school supplies, equipment, and electronics as well as the ability to maintain a safe and hazard-free workstation for yourself and others at the school.
• Occasionally required to work weekends, nights, or be on-call for special events, which are sometimes held outside and require the ability and willingness to work in all weather conditions at any time of the year.
• Ability to properly communicate information and ideas so other people can understand as well as the ability to ascertain and understand information communicated from others.

APPLICATION PROCESS

To apply, please submit the following:

• Current resume.
• A cover letter expressing your interest in, and qualifications for, this position. 

BENEFITS & OTHER INFORMATION

Benefits: Medical, dental, and vision insurance coverage; a 401K retirement plan with an employer match; basic life insurance; short-term and long-term disability insurance; and generous paid time off including paid holidays, sick time, and floating holidays.

Classification: Full-time; Year-Round; On-Site; Exempt.
Schedule: Monday – Friday, 8:00am to 5:00pm PST, and occasional evenings and/or weekends for school events, as required.

This role may be hired at the Director level for qualified candidates.

Khan Lab School is an equal opportunity employer. The organization does not unlawfully discriminate based on race, color, creed, gender (including gender identity or gender expression), religion (all aspects of religious beliefs, observance or practice, including religious dress or grooming practices), marital status, registered domestic partner status, age, national origin, ancestry, physical or mental disabilities, medical conditions (including medical history or genetic characteristics), sex (including pregnancy, childbirth, breastfeeding, or related conditions), genetic information, sexual orientation, military or veteran status, or any other consideration made unlawful by federal, state, or local laws or regulations.