Student Programs Operations Specialist

Tacoma Public Schools•Central Administration Building (CAB) 601 S 8th St., WA

About The Position

This position provides operational support to the Executive Director of Student Programs across assigned programs and departmental functions. As a primary operational resource, the specialist gathers, reviews, and analyzes information; monitors priorities, commitments, and follow-through; identifies operational issues requiring attention; and develops and improves processes that support effective, consistent, and compliant operations. The role works collaboratively across Student Programs, District departments, schools, and with community partners, vendors, and other stakeholders to address operational needs and support departmental initiatives. Responsibilities include assigned program functions, reporting and compliance requirements, fiscal and procurement activities, process improvement, implementation of department priorities, and other operational responsibilities supporting Student Programs. Assigned McKinney-Vento functions may include student eligibility and enrollment processes, data collection and reporting, transportation arrangements, program records, community resources, and communication with schools and families. The position is based in an office environment, with frequent interruptions and prolonged visual concentration and exposure to a video display. The work may involve multiple priorities and inflexible deadlines, sensitive and confidential information, and difficult or sensitive situations. The employee may be required to lift and carry up to 20 pounds and to bend, squat, stoop, kneel, crouch, walk, twist, climb, or otherwise be mobile. Regular, reliable, predictable attendance or physical presence is an essential job requirement.

Requirements

Associate's degree or two-year vocational certificate in business administration, public administration, education, human services, or a related field, and progressively responsible experience in program support, administrative operations, project or process support, or a related field, including work involving multiple programs, departments, or stakeholders; or an equivalent combination of experience and training.
Knowledge of program operations, administrative systems, workflow management, and process improvement.
Knowledge of methods and practices for supporting projects, processes, timelines, and deliverables.
Knowledge of data collection, reporting, recordkeeping, and compliance processes.
Knowledge of basic fiscal, purchasing, procurement, contract, and budget-related processes.
Knowledge of student support programs and applicable state and federal program requirements, as assigned.
Knowledge of McKinney-Vento requirements and services, as applicable to assigned responsibilities.
Ability to gather, review, analyze, organize, and present information to support operations and decision-making.
Ability to identify operational issues and opportunities for improvement and develop appropriate recommendations within assigned responsibilities.
Ability to track multiple projects, processes, deadlines, commitments, and deliverables.
Ability to develop, document, maintain, and improve procedures, workflows, tracking systems, and other operational tools.
Ability to prepare accurate reports, summaries, records, and other operational materials.
Skill in using database, spreadsheet, word-processing, and other applicable technology systems.
Ability to obtain, clarify, organize, and exchange information.
Ability to handle sensitive and confidential matters with discretion and sound judgment and maintain strict confidentiality.
Ability to exercise judgment within established procedures, recognize when matters should be elevated, anticipate deadlines and barriers, and follow up on competing priorities.
Ability to organize, prioritize, and monitor multiple activities simultaneously; work independently within established procedures; and remain accountable for assigned work.
Ability to collaborate and communicate effectively with administrators, staff, families, community organizations, vendors, schools, departments, and other stakeholders.
Ability to maintain accurate records and meet deadlines and reporting requirements.
Ability to establish and maintain effective working relationships in a multicultural, diverse socioeconomic setting.
Ability to demonstrate reasonable, reliable, and regular attendance.
Washington State driver's license with access to personal transportation, as required for assigned responsibilities.
Fingerprints and successful WSP and FBI background clearance/sexual misconduct clearance.
Ability to lift and carry up to 20 pounds and to bend, squat, stoop, kneel, crouch, walk, twist, climb, and/or be mobile, as required.

Nice To Haves

Experience in a public education, government, human services, or other highly regulated environment is preferred.

Responsibilities

Provide operational support to the Executive Director of Student Programs; gather information, track activities and outstanding items, and support follow-through on department priorities.
Gather, review, and analyze information about assigned operational matters; identify issues and provide relevant information and potential options to support problem resolution and decision-making.
Monitor priorities, decisions, commitments, deadlines, and action items; follow up with responsible staff and elevate delays, concerns, or unresolved matters to appropriate leadership.
Support operational projects and initiatives across Student Programs and District departments by maintaining timelines, tracking deliverables, facilitating communication, and monitoring progress.
Serve as an operational resource between the Executive Director's office, Student Programs leadership, District departments, schools, vendors, community organizations, and other stakeholders.
Review recurring practices and workflows to identify gaps, duplication, inefficiencies, and opportunities for improvement; recommend and support implementation of approved changes.
Develop, document, maintain, and update operational procedures, workflows, process maps, tracking systems, continuity resources, and other tools.
Support implementation of new or revised District processes by assessing operational impacts, developing workflows and materials, communicating established requirements, tracking implementation, and addressing operational issues.
Establish and maintain tracking systems for priorities, deadlines, commitments, actions, and reporting requirements; prepare summaries and reports for operations and decision-making.
Monitor assigned fiscal, procurement, contractual, and operational activities; identify discrepancies, outstanding actions, and compliance concerns and work with appropriate staff and departments to resolve them.
Track and follow up on assigned contracts, memoranda of understanding, procurement actions, travel, reporting requirements, grants, and other operational commitments.
Monitor assigned state, federal, District, and program reporting and compliance activities; identify incomplete requirements, follow up with staff, and elevate significant concerns.
Perform assigned McKinney-Vento program functions, which may include eligibility and enrollment, data collection and reporting, transportation arrangements, records, community resources, and communication with schools and families.
Build collaborative working relationships with Student Programs staff, schools, District departments, families, community agencies, and other stakeholders.
Provide technical assistance, information, and training on assigned operational processes, systems, procedures, and program requirements.
Participate in meetings, professional development, workshops, webinars, and other activities to maintain knowledge and skills.
Provide operational support and continuity for critical Student Programs functions during transitions, peak workload, or staff absences, as assigned.
Perform related duties as assigned, including temporary assignments.
Maintain regular, reliable, predictable attendance or physical presence.