Job Title: Director of Operations Status: Administrative
Reports to: Superintendent Date Revised: 04/17/2024
Dept./School: District Administration
Primary Purpose:
The Director of Operations plays a crucial role in ensuring the smooth and efficient functioning of the public school district. The ideal candidate will oversee various operational aspects to support the district's educational goals and objectives. Key responsibilities include:
1. Strategic Planning: Develop and implement operational strategies aligned with the district's overall goals and objectives.
2. Financial Management: Manage the district's operational budget, allocate resources effectively, and identify cost-saving opportunities.
3. Facilities Management: Oversee maintenance, capital improvement, and efficient building operations ensuring a conducive environment for students, staff, and visitors.
4. Vendor Management: Establish and maintain relationships with vendors, negotiate contracts, and ensure quality services and products.
5. Staff Supervision: Lead and manage operational staff, provide direction, training, and support to ensure optimal performance.
6. Data Analysis: Utilize data and metrics to assess operational efficiency, identify areas for improvement, and make data-driven decisions.
Qualifications:
Education/Experience: (Preference & priority given to applicants w/ the following credentials)
• Minimum of a Bachelor’s degree in a business-related field or educational administration (master’s degree)
Special Knowledge/Skills:
• Knowledge of operations management
• Ability to evaluate maintenance and custodial programs
• Ability to effectively manage budget and personnel
• Ability to implement policy and procedures
• Excellent communication (written & oral), public relations, and interpersonal skills
• Experience in budget preparation for assigned areas
• Evidence of strong conceptual, analytical, organizational and managerial skills.
• Knowledge and experience with state and local safety, fire, construction, public access regulations, and educational policy/procedures
• Basic understanding of blueprints and building codes
• Proficient in the use of computers to include spreadsheets, databases and word processing applications
• Ability to establish and maintain positive and cooperative working relationships with those contacted in the course of work at all levels
• Ability to prepare clear, concise, accurate and complete reports including statistics
• Such alternatives to the above qualifications as the Superintendent may find acceptable or appropriate
Experience: (Preferred)
Three (3) years in educational administration or business management in a public organization
Specific Responsibilities and Duties:
Operations Management
1. Oversee the management of budgets, facilities maintenance, and capital improvement projects for the district.
2. Monitor and reevaluate operations departments on an ongoing basis to ensure that district needs are being met in an effective and efficient manner. Implement changes where appropriate.
3. Collaborate with architects and consultants during the design and planning phases of all construction projects to ensure compliance with the district’s specifications, design and construction standards, and building programs. Monitor the progress and compliance of ongoing construction projects.
4. Ensure that the necessary time, resources, materials, and technology to support accomplishment of department goals are available.
5. Oversee the district’s various insurance and liabilities program including collecting information and processing claims
6. Provide oversight of risk management for school district property
7. Coordinate functions of maintenance to provide for timely repairs and upkeep of facilities
8. Coordinate and facilitate work orders for repairs and maintenance with Director of Maintenance as needed.
9. Collaborate with Principals by providing oversight for the management of school-based maintenance employees
10. Develop and execute plan for the utilization of school-based maintenance employees for the efficient maintenance of school and district facilities
11. Coordinate the development of architectural programs for construction projects.
12. Coordinate planning of new and renovation projects with superintendent, construction manager, lead architect.
13. Coordinate construction projects between commissioned design team, contractor and Operations Department
14. Advise on capital budget preparation and monitors capital expenditures to comply with budget
15. Work with commissioned architects in the programming of facilities to ensure compliance with local and state requirements
16. Monitor the technical review of plans and specifications prepared by architects and engineers
17. Monitor all construction projects
18. Serve as a liaison to governmental agencies having jurisdiction over or providing services to school operations
19. Coordinate services to the schools and other administrative facilities such as contracted cleaning, elevator maintenance, pest control treatment, security monitoring services, fire alarm monitoring service, trash pick-up, and grounds maintenance.
20. Monitor adherence to Standard Building Code, Fire Code, OSHA Code and Life Safety Code.
21. Serve as liaison with State Fire Marshal’s office including assisting with Plan of Corrective Action and facilitates corrections as necessary.
22. Collaborate and plan appropriately with Transportation Services to ensure compliance with School Board policies, State Minimum Rules and Regulations, TCA, and Federal Laws related to school transportation.
23. Perform other duties as needed or requested by the Superintendent or Designee
Policy, Reports, and Law
24. Comply and implement federal and state laws, State Board rules and regulations, and local board policy. Stay abreast of state and federal public policy changes that could impact the district.
25. Compile, maintain, and file all reports, records, and other documents as required.
Budget
26. Coordinate and monitor annual operating budget
27. Assist supervisors in the development of budgets based on documented needs and ensure that operations are cost effective and funds are managed prudently.
28. Manage the oversight of the district budget and provide guidance to the Finance Department.
29. Approve purchases of materials and equipment as budgeted.
Communication
30. Ensure that established goals and expectations related to district operations are communicated clearly, consistently, and in a timely manner.
Personnel Management
31. Assist in the preparation, review, and revise job descriptions in maintenance, finance, and transportation departments as needed.
32. Train, evaluate, and supervise staff and make recommendations relative to assignment, retention, discipline, and dismissal.
33. Work collaboratively and provide consistent communication with school principals to determine priorities and needs as they relate to operations.
Safety
34. Ensure that safety standards are maintained in conformance with federal, state, and insurance regulations and a district-wide preventive safety program is developed and implemented.
35. Follow district safety protocols and emergency procedures.
36. Ensure safety protocols are established for active construction and renovation projects to protect staff and students from construction site hazards.
Other
37. Prepare and deliver written and oral presentations on operational issues to the board. Attend regular meetings of the school board and county commission as needed.
38. Manage the bid process for purchases, request for proposals, and execution of various contracts.
Supervisory Responsibilities:
Supervise, evaluate, and recommend the hiring and firing of maintenance, transportation, and food service staff in collaboration with other department heads.
Mental Demands/Physical Demands/Environmental Factors:
Tools/Equipment Used: Standard office equipment including personal computer
Posture: Possible prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
Lifting: Regular light lifting and carrying (less than 15 pounds) – Occasional heavy lifting may be required
Environment: May work prolonged or irregular hours; occasional districtwide and statewide travel
Mental Demands: Work with frequent interruptions; maintain emotional control under stress
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