Director of Operations

American Paradigm Schools•Philadelphia, PA

7d•Onsite

About The Position

The Director of Operations oversees the daily administrative and operational functions of First Philadelphia Preparatory Charter School and reports directly to the School CEO. As a member of the school’s leadership team, the Director collaborates with school administrators, Human Resources, Finance, APS Central Office, and other departments to support efficient operations and compliance with policies and applicable regulations. The role has primary responsibility for payroll operations, including accurate and timely compensation, timekeeping, payroll records, reporting, and confidentiality. It also oversees the school’s Student Information System, clerical staff, food service operations, regulatory and administrative records, and operational processes. The Director serves as the school’s Title IX Coordinator and Safety Coordinator, supporting emergency preparedness, school safety activities, staff training, and administration of PCCD school safety and mental health grant funding. The position is a full-time, 12-month administrative leadership role, primarily based at First Philadelphia Preparatory Charter School. Schedule flexibility may be needed during payroll processing, audits, school events, and other operational priorities. Employees are expected to uphold the American Paradigm Schools Caring School Community Program.

Requirements

Bachelor’s degree in business administration, Accounting, Finance, Human Resources, Educational Administration, or a related field; equivalent combinations of education and significant relevant professional experience may be considered.
At least 5 years of progressively responsible experience in operations management, payroll administration, school business administration, or a related field.
Demonstrated experience managing payroll operations, including employee timekeeping, payroll verification, and reporting.
Experience supervising clerical or administrative support personnel.
Strong understanding of payroll administration, timekeeping systems, and payroll compliance.
Proficiency in iSolved or comparable payroll and HRIS systems.
Knowledge of federal and Pennsylvania wage and hour regulations.
Excellent organizational, leadership, and supervisory skills; strong analytical skills and exceptional attention to detail.
Ability to handle confidential employee and financial information.
Strong interpersonal, verbal, and written communication skills.
Proficiency in Microsoft Office, particularly Excel, Outlook, and Word.
Ability to interpret and implement policies, procedures, and regulatory requirements.
Strong problem-solving and decision-making abilities.
Ability to work independently while maintaining effective communication with the School CEO.
Commitment to the mission and educational goals of First Philadelphia Preparatory Charter School.
Must maintain professionalism, confidentiality, accountability, and reliability.

Nice To Haves

At least 3 years of supervisory or administrative management experience.
Previous experience in a charter school, public school, educational institution, or similarly regulated environment.
Experience with food service operations, regulatory compliance, and financial administration.

Responsibilities

Manage payroll operations, including preparation, verification, submission, timekeeping records, timesheets, attendance, payroll adjustments, discrepancy resolution, documentation, reports, internal controls, and employee guidance and training.
Coordinate with Human Resources and APS Central Office Payroll and Finance on hires, separations, salary changes, stipends, compensation adjustments, leave, and attendance matters.
Oversee the school’s Student Information System and daily administrative and operational functions.
Work with the School CEO to implement operational priorities, policies, and procedures; support instructional goals; address operational challenges; and plan and report on operational performance.
Establish and monitor administrative workflows, procedures, and internal controls; coordinate operational needs across school departments and Central Office; monitor assigned expenditures and resources; and assist with special projects and initiatives.
Serve as the school’s Title IX Coordinator.
Supervise assigned clerical, secretarial, and administrative support staff; set expectations, develop schedules, coordinate coverage, monitor attendance and timekeeping, support training, and ensure front-office coverage.
Monitor operational compliance with applicable federal, state, and local regulations, charter school requirements, and APS policies; maintain records; support audits and corrective action plans; track deadlines and submissions; and help identify compliance risks.
Oversee coordination and administration of the school food service program, including vendor coordination, meal records and reports, service quality, invoices, food safety, sanitation, and program compliance.
Coordinate with the School CEO, Finance, APS Central Office, and fiscal personnel on financial documentation, reporting, payroll reconciliations, audits, vendor agreements, contracts, and operational efficiency.
Serve as an operational advisor to the School CEO; collaborate across school and Central Office teams; lead administrative employees; and participate in leadership meetings, operational planning, and school improvement initiatives.
Perform other related duties as assigned by the School CEO.
Serve as Safety Coordinator; coordinate and conduct safety drills, maintain the Emergency Operations Plan and annexes, and facilitate School Safety Committee and Threat Assessment Team meetings.
Organize and monitor staff training for Pennsylvania Commission on Crime and Delinquency training requirements.
Apply for, administer, and monitor PCCD School Safety and Mental Health Grant funding through the e-grant system, ensuring compliance with requirements, deadlines, and reporting obligations.
Champion the Caring School Community Program and support a professional, safe, supportive, and service-oriented school environment.