Career Center

Under the direction of the Business Administrator, the Director of Operations guides and coordinates the Operations department based on school goals and objectives. The Director ensures a safe working environment; oversees facilities and grounds maintenance, capital projects, and technology infrastructure including Cyber Security, insurance acquisition and renewal, front office operations for the Machris Mariposa and McComb Mendocino campuses; plans and prepares safety and emergency policies and procedures including COVID protocols for the entire school. Additionally, the position develops and manages related operations and capital budgets; leads, supervises, and coaches the Operations team; and positively interacts with all school constituents. 

Directly Supervises: Front Office Manager, Administrative Manager, Grounds Maintenance Manager, Facilities Maintenance Manager and may be assigned other direct reports as the needs of the School change.

OPERATIONS: 

• Liaise with Business Administrator to make decisions for operational activities and set strategic goals 
• Regularly evaluate the efficiency of operational policies and procedures according to organizational objectives and apply improvements
• Develop plans to maximize operational efficiency to ensure cost-effectiveness, economies of scale, and manage expenses
• Implement, streamline, and manage overall policies and procedures of school front offices, including, but not limited to, attendance, coordinating field trips and school events, ordering certificates of insurance, updating databases, and ordering and maintaining supplies
• Direct emergency planning and preparedness for PWS in its entirety, including fire, earthquake, and lockdown protection and security systems management
• Manage the procurement process and coordinate material and resource allocation 

 FACILITIES AND GROUNDS MAINTENANCE: 

• Oversee facilities, custodial, and grounds site maintenance for Pasadena Waldorf School (PWS) campuses, including project and construction management, office relocation, and efficient space usage 
• Review and renew insurance, OSHA, and ADA requirements for school operations annually. Ensuring they meet or exceed regulations and align with PWS expectations 
• Regularly negotiate leases and agreements
• Manage Information Technology – computers, printers, software applications, telephones, internet, and infrastructure, including Cyber Security
• Seek out, develop, manage, and maintain vendor relationships/agreements associated with buildings and grounds supplies, maintenance and repair, remodels, as well as day-to-day operations. 

 LEADERSHIP: 

• Supervise daily activity of front office and maintenance staff and provide constructive feedback 
• Manage team workloads to meet deadlines and achieve goals 
• Attract, hire, and retain operations team members, including developing and updating job descriptions, posting open supervised administrative positions, vetting, and interviewing potential candidates for employment, and onboarding new hires to ensure job and cultural acclimation 
• Ensure diplomatic, timely, clear communications in all school relationships 
• Establish and maintain neighbor communications about regular school year activities, ensuring neighbors are aware and, when appropriate, invited to participate, and about campus activities that may be specific to a select neighbor or group of neighbors
• Prepare schedules, department reports, and other organizational reports as needed
• Review and approve all invoices related to operational activities, including all utilities, and submit them to the Business Office in a timely manner, at least twice a month
• Develop and effectively manage department budgets and expense reports
• Review financial information and adjust operational budgets to ensure efficient use of funds
• Establish, promote, and enforce security and safety procedures and policies in the workplace, including COVID protocols. 
• Provide necessary training and certifications
• Other duties as assigned 

QUALIFICATIONS:

• Bachelor’s degree in management or business field preferred, commensurate work experience considered 
• 3+ years’ experience in the front office, site, and safety management 
• 3+ years of supervisory experience 
• Prior experience as Operations Director or Manager preferred 
• Previous experience working in a school environment preferred
• Outstanding organizational and leadership skills
• Strong interpersonal and problem-solving skills
• Experience developing and managing budgets
• Strong decision-making, action-planning, and prioritization skills
• Excellent verbal and written communication skills
• Ability to work with and on a team
• Proficient in Microsoft Office Suite, database experience, advanced computer skills
• Ability to be on-call outside regular working hours