Operations Manager

Operations Manager

Under the direction of the Chief Administrative Officer (CAO), the Operations Manager leads the planning, coordination, and execution of all facility operations, events, rentals, and work-order activity across the Da Vinci Schools multi-campus charter network. The Operations Manager serves as the primary administrator of the Facilitron Scheduling & Reservations (S&R) and WORKS platforms, owning the end-to-end lifecycle of internal programs, external rentals, graduation and promotion ceremonies, athletic events, and large-scale community events. This position serves as the central operational liaison between site administrators, the WUSD District Office, external renters, vendors, municipal partners, and Home Office departments (Facilities, Safety, IT, and Maintenance/Custodial), ensuring equitable access to shared spaces, compliance with district and municipal requirements, and seamless event delivery.

Major Responsibilities and Duties:

Facility Scheduling & Reservations (Facilitron S&R):

• Administer all internal and external facility reservations across the Da Vinci Schools multi-campus charter network using Facilitron S&R, applying equitable practices based on program priority, past usage, space availability, school-specific needs, and calendar impact.
• Provide scheduling support across all Da Vinci Schools, departments, and programs, as well as affiliated partner schools and district programs, in accordance with established agreements.
• Monitor and resolve space conflicts, ensuring shared-use areas such as gymnasiums, theaters, performance spaces, and classrooms are properly prioritized and utilized across multiple departments.
• Coordinate recurring academic reservations each semester and provide conflict updates and alternative location options to teachers and instructors to support academic continuity.
• Support ongoing expansion of the scheduling platform to bring additional indoor and outdoor facilities online.
• Meet regularly with site administrators to understand campus-specific goals, initiatives, and programming priorities, aligning space usage to meet those needs equitably.

Work Orders & System Administration (Facilitron WORKS):

• Oversee Facilitron WORKS orders, coordinating custodial, HVAC, AV, and security support for internal and external events.
• Work directly with Facilitron engineers to identify and implement improvements to the WORKS order system, ensuring seamless coordination between Facilities and IT teams to meet event needs.
• Maintain up-to-date training guides and submission protocols, including work order submission protocols, to improve system-wide efficiency and minimize scheduling errors.
• Develop and maintain training documentation, guides, and protocols for both Facilitron S&R and WORKS.

Event Planning & Execution:

• Lead the planning, coordination, and execution of high-capacity external events, including multi-day regional athletic competitions, youth leadership conferences, robotics competitions, and partner-hosted community or corporate events.
• Coordinate frequent, high-volume recurring events such as athletic practices and league play, academic seminars, and community dialogue programs.
• Lead operations for major internal programs, including community engagement events, school-wide learning days, award ceremonies, student dances, and student showcases, working in close collaboration with site leadership to align schedules, logistics, and staffing support.
• Coordinate graduation and promotion ceremonies across all Da Vinci campuses in collaboration with partner school districts, ensuring seamless alignment of shared space usage, vendor setup (staging, sound, security, seating), staff assignments, signage, and guest flow.
• Coordinate overflow parking logistics with neighboring businesses, on-site security, and directional signage to support large-scale events and minimize community impact.
• Secure city requirements such as encroachment permits and ensure compliance with public safety protocols for all major events.

External Rentals & Stakeholder Liaison:

• Serve as the primary liaison for both external renters and internal stakeholders, preparing detailed cost proposals aligned with board-approved pricing structures, insurance requirements, and district-wide safety policies for all events held on Da Vinci campuses.
• Provide new potential renters with guided walkthroughs of the entire facility, highlighting available spaces, setup options, and campus-specific policies to support decision-making and ensure clear expectations.
• Serve as the primary contact for Real to Real (R2R) to coordinate any requests for any filming projects requested that will require the use of any of the Da Vinci School facilities offered through our collaboration with R2R.
• Liaise with local municipal officials for special event permits and extended encroachment hours, ensuring full compliance for large-scale events.

Training, Transportation & Collaboration:

• Conduct one-on-one Facilitron training sessions (30–45 minutes each) with staff, front offices, and event leads to ensure accurate and effective use of the system.
• Coordinate van and fleet usage across athletic, experiential learning, and school-site programs, ensuring fair scheduling, proper check-in/check-out tracking, and timely communication to meet transportation needs for programs and events.
• Collaborate with Facilities, Safety, IT, and Maintenance teams to fulfill technical and operational needs for all events and programs.
• Perform other related duties as assigned.

Ability to:

• Lead multiple complex, multi-stakeholder events and operations simultaneously while maintaining attention to detail.
• Communicate clearly and professionally in a variety of forms using good grammar, spelling, punctuation, and sentence structure.
• Prioritize, problem solve, and meet deadlines with accurate attention to detail while working with frequent interruptions and shifting priorities.
• Interact and collaborate effectively with site administrators, colleagues, contractors, vendors, municipal officials, external renters, and the public.
• Exercise good judgment, decisiveness, and positive problem-solving behavior and conflict-resolution skills to resolve both minor and major incidents.
• Plan and execute small and large-scale training events for staff.
• Process and handle a broad range of confidential information with discretion.
• Demonstrate punctuality, good attendance, and strong work ethic.
• Respond to requests in a timely manner.
• Adhere to school board policies and administrative procedures.
• Work flexible hours, including evenings and weekends, as required to support events, athletics, and rentals.

Skills/Knowledge of:

• Facilitron (or comparable facility-scheduling and work-order platforms), including both Scheduling & Reservations (S&R) and WORKS modules.
• Event planning and production, including vendor management, staging, audio/visual, security, seating, signage, and guest-flow logistics.
• Municipal permitting processes, including special event permits, encroachment permits, and public-safety compliance.
• Cost-proposal development and board-approved pricing structures, including insurance and liability requirements for facility rentals.
• Strong working knowledge of electronic communication, calendaring systems, word processing, and spreadsheets. Experience with Google Drive and Microsoft suite including Word, Excel, and PowerPoint preferred.
• General office equipment operations such as phones, copier, etc.
• Strong time-management and organizational skills with the ability to prioritize multiple tasks.

Qualifications:

• Bachelor's degree preferred; equivalent combination of education, training, and experience will be considered.
• Minimum three (3) years of progressively responsible experience in facilities operations, event management, rental/venue coordination, or a closely related field.
• Prior experience administering a facility scheduling or work-order platform; Facilitron experience strongly preferred.
• Experience managing vendor relationships and external stakeholders.
• Valid California driver's license and acceptable driving record.
• May require possession of a valid First Aid and CPR certification issued by an authorized agency.

Working Conditions:

Environment:

This position works on site across multiple campuses. Frequent evening and weekend hours are required to support events, rentals, graduations, and athletic programs. The role experiences frequent interruptions and shifting priorities. The noise level varies from moderate (office environment) to loud (events and athletic programs).

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential