Campus Operations Manager

The Rivers School•Weston, MA

8h•$75,000 - $100,000

About The Position

The Rivers School — a 6-12 co-ed independent day school in Weston, MA, just outside Boston — seeks professionals who are looking to join a dynamic, innovative, and welcoming school community. Position Purpose The Campus Operations Manager provides critical administrative, logistical, and project-based support for the school. In addition to serving as the lead manager of the school’s master calendar, this position will assist the CFO in execution of facilities and other types of one-off projects as well as daily management and implementation of safety protocols, transportation logistics, and support of general non-academic and financial operations as needed. This position is full time, 12 month position that reports into the CFO.

Requirements

Education: Bachelor’s degree required.
Experience: 5-8 years of experience in project management, school administration, or a related operational role.
Tech Savvy: Proficiency in calendar management software, Google Workspace, Microsoft Office and database management.
Organizational Mastery: A high-level ability to manage complex schedules and multiple moving parts simultaneously.
Execution-Oriented: A "doer" mindset with the ability to take a high-level directive from the CFO and see it through to completion and have a problem solving mindset.
Communication: Ability to interact professionally with faculty, staff, and vendors while maintaining a service-oriented attitude.
Detail-Oriented: Sharp focus on accuracy, particularly regarding budget tracking and calendar entries.
Discretion: Ability to handle sensitive information regarding school safety and finances with total confidentiality.
Collaborative: Ability to work effectively with many different types of stakeholders.
Curiosity
Responsiveness

Responsibilities

Master Calendar Management & Coordination
Lead Administrator: Serve as the primary manager of the school’s master calendar, acting as the final point of entry for all events, meetings, and programs. Also, responsible for creating an annual school calendar monitoring school days, holidays, breaks, and other important dates in collaboration with other administrators.
Scheduling Conflict Resolution: Proactively identify and resolve scheduling conflicts between academic, athletic, and auxiliary departments.
Workflow Integration: Manage the facilities scheduling and "function sheet" system (FMX), ensuring that all events are properly vetted for space, tech, and staffing needs.
Communication: Coordinate weekly with the senior administrative team to make sure calendar conflicts are resolved.
Facilities & CAPEX Budgetary Support
Budget Tracking: Assist the CFO in tracking the annual Capital Expenditures (CAPEX) budget and maintain records of spending.
Project Management and Execution: Under the direction of the CFO and coordinating with the Director of Facilities, gather pricing quotes for repairs, furniture, and minor projects; coordinate vendor access to campus.
Board Preparation: Assist the CFO in preparing reports, presentations, and data visualizations for the Board of Trustees Facilities Committee.
Program-Related Facilities Needs: Provide support to CFO and Director of Facilities to manage furniture and other non-academic related requests.
Safety, Security, and Risk Management
System Maintenance: Update and maintain the school’s emergency alert systems, text groups, and digital safety resources for the professional community and update and present training materials.
Drill Logistics: Coordinate the scheduling and logistics for all required safety drills (evacuation, active shooter, etc.) in collaboration with the administrative team.
Compliance Tracking: Work with the HR department to manage the school’s online risk management training platforms, ensuring 100% staff completion of required modules.
Safety Committees: Provide administrative support for the Crisis and Safety Committees, including scheduling meetings, preparing agendas, and taking minutes. Assist the CFO in safety audits and implementing new protocols/systems.
Logistical & General Operations
Event Support: Provide hands-on logistical support for major school milestones such as Graduation, Prize Day, and Open Houses.
Daily Flow: Assist administration with the daily logistics of student drop-off and pick-up as needed and work with the Director of Facilities and Athletic Department on parking and other logistics.
Transportation: Update and maintain daily bus routes and schedules in the school’s systems as directed by the CFO and partner with Transportation Coordinator on communications to parents and coordination with bus companies regarding schedule changes and other urgent communication.
Auxiliary Services: Serve as the point of contact for vending services, non-athletic school rentals, and provide support to the CFO for support of other programs.
Insurance Support: Serve as point of contact for employee requests for certificates of insurance.
Other Finance and Operations
Budget Support: Update budget reports for managers and coordinate expense reclassifications with accounts payable coordinator and compile various data sets in support of CFO.
Finance Support: Assist the CFO with invoice processing, treasury management, vendor contract management, finance, audit and investments committee support as needed to include meeting logistics.