Director of Operations

American Paradigm Schools•Philadelphia, PA

8d•Onsite

About The Position

The Director of Operations oversees the daily administrative and operational functions of First Philadelphia Preparatory Charter School. Reporting directly to the School CEO, this full-time, 12-month administrative leadership role provides oversight of payroll, clerical staff, regulatory compliance, food service operations, and schoolwide operational efficiency. The Director is a member of the school’s leadership team and works with the CEO, school administrators, Human Resources, Finance, and APS Central Office to ensure operations are efficient, accurate, and compliant with applicable regulations and policies. The role manages payroll processing and timekeeping, maintains payroll records and controls, and coordinates employee compensation changes with Human Resources and Central Office. It also oversees the school’s Student Information System, coordinates daily operations, supervises clerical and administrative support personnel, monitors compliance and records, and manages food service coordination and documentation. The Director supports financial accountability, audits, vendor agreements, and operational planning, and serves as the school’s Title IX Coordinator. The Director also serves as Safety Coordinator, coordinating emergency preparedness drills, maintaining the Emergency Operations Plan and related annexes, facilitating safety and threat assessment meetings, and overseeing staff training and PCCD School Safety and Mental Health Grant administration. The position is primarily based at First Philadelphia Preparatory Charter School and may require schedule flexibility during payroll processing, audits, school events, and other operational priorities. Employees are expected to champion the Caring School Community Program, which promotes positive school communities, social and emotional learning, and a warm, safe, and disciplined environment.

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.
Strong organizational, leadership, supervisory, analytical, and problem-solving skills, with 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.
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.
Maintain professionalism, confidentiality, accountability, and reliability.

Nice To Haves

At least 3 years of supervisory or administrative management experience.
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 and oversee payroll operations, including preparation, verification, submission, timekeeping, adjustments, records, reporting, and confidentiality.
Coordinate payroll matters with Human Resources and APS Central Office, including new hires, separations, salary changes, stipends, leave, and other compensation adjustments.
Review attendance, timesheets, missed punches, and timecard procedures; resolve payroll discrepancies and provide guidance and training to employees and supervisors.
Manage the school’s Student Information System and oversee daily administrative and operational functions.
Work with the School CEO to implement operational priorities, policies, procedures, and improvement initiatives.
Coordinate operational activities and needs among school departments and APS Central Office; monitor resources and expenditures within assigned authority.
Serve as the school’s Title IX Coordinator.
Supervise clerical, secretarial, and administrative support personnel; schedule staff, coordinate coverage, establish expectations, and support training and performance.
Monitor compliance with applicable regulations, charter school requirements, APS policies, payroll procedures, records retention, confidentiality, data protection, and operational deadlines.
Coordinate documentation and responses for internal and external audits, regulatory reviews, and monitoring visits; support corrective action plans.
Oversee daily coordination and administration of the school food service program, including vendors, meal service, records, reporting, invoices, food safety, and compliance requirements.
Collaborate with the CEO, Finance, fiscal personnel, and Central Office on financial documentation, payroll reconciliations, audits, vendor agreements, and operational costs.
Communicate regularly with school leadership and participate in leadership meetings, operational planning, and school improvement initiatives.
Coordinate and conduct school safety drills and maintain the Emergency Operations Plan and related annexes.
Facilitate School Safety Committee and Threat Assessment Team meetings and coordinate staff training to meet PCCD requirements.
Apply for, administer, and monitor PCCD School Safety and Mental Health Grant funding through the e-grant system, including compliance, deadlines, and reporting.
Perform other related duties as assigned by the School CEO.
Champion the Caring School Community Program.