Director of Operations - ROME GROUP : Job Details

Ursuline Academy is a private, all-girls high school deeply rooted in Catholic values and inspired by the charism of St. Angela Merici.

We believe in the power of coming together to achieve great things and encourage coworkers to explore innovative ways to approach work and to actively support the efforts of one another!

The Director of Operations is a member of the senior administrative team and responsible for the overall management and direction of the Academy's operational matters in accordance with the mission, generally accepted best practices and policies established by the Board of Trustees. This includes oversight of Finance, Human Resources, Information Technology, Contracted Services (property maintenance, food service) and the Bear Den. The Director of Operations reports directly to the President.

At all times, the Director of Operations will support the Catholic identity of the Academy and model the Ursuline charism. He/she partners with members of the senior administrative team to meet current operational needs and strategically plan for the future. The person serving in this role also facilitates the work of the Finance and Buildings & Grounds Committees of the Board of Trustees.

In particular, the Director Operations is responsible for the following:

Finance

• Supervises Finance Manager and Bear Den Manager.Oversees and maintains controls of accounts payable/accounts receivable, tuition management and cash flow and assures proper reporting.
• Coordinates annual audit and preparation of reports/schedules.Maintains long-term debt schedules and documentation and remits all payments.
• Leads activity related to the Academy's legal matters; reviews all contracts which obligate the Academy and maintains related files.
• Ensures the acquisition of sufficient insurance coverage for all Ursuline Academy fixed assets and prepares and maintains all claims and reports.
• Assures proper inventory and sales management procedures in the Bear Den.
• Reviews financial assistance information supplied by parents and determines student awards in consultation with the President, assures that work study requirements are met, maintains financial assistance data.
• Serves as primary contact for families regarding payment plans and tuition collection. Reports major issues to President.
• With Finance Manager, implements a budget process that supports all department heads and the President.
• Presents the budget for approval by the President and Finance Committee prior to submission to the Board of Trustees for final approval.
• Supervises and institutes procedures for the proper retention and destruction of the Academy's records.
• Researches and recommends policies and procedures to the President, which will insure achievement of the Academy's financial objectives.

Human Resources

Supervises the Human Resources Manager and assures that the following tasks are completed in a timely manner, in accordance with best practices and Ursuline Academy policies:

• Payroll is processed and related documentation is maintained.The Academy's official personnel files are maintained, including contracts, evaluations, benefit forms and all other pertinent documentation.
• All necessary employment documentation is obtained for new employees, including background checks and completion of “Protecting God's Children.”
• Administration of all employee benefit programs, including annual review of the health insurance coverage.
• Preparation of government reports related to the cafeteria plan and supplemental retirement annuities

Information Technology

• Supervises Director of Technology.
• Works with the Director of Technology to assure proper infrastructure and security is in place.
• Assures responsiveness to student and coworker issues.

Contracted Services

• Supervises food service and facility maintenance vendors. Bid contracts on a regular basis.
• With the President and Buildings & Grounds Committee, identifies long and short term facility/capital needs and funding strategies and executes plans in coordination with maintenance vendor.
• Conducts weekly walk-throughs with Facility Manager, assuring that needs are prioritized and addressed.
• Ensures ongoing process for coworkers to communicate maintenance needs.
• Interacts regularly with local and corporate food service staff to assure quality and responsiveness to student needs.

Other

• Coordinates disaster preparedness efforts.
• Proactive management of incident reports, including those related to injury or medical necessity, property damage or those of a criminal nature.
• Is a signee for Alumnae Association, Mothers' Club and Fathers' Club and interfaces with all school organizations on financial matters.
• Attends Board of Trustees meetings.
• Documents/updates procedures related to the position.
• Accepts additional responsibilities as directed by the President of the Academy.

Qualifications

Bachelor's in Accounting or Finance.

7+ years of accounting or business experience (nonprofit/school preferred but not required) with increasing levels of responsibility.

Demonstrated ability to organize, direct, plan and coordinate several operational areas that impact students, parents, coworkers, alumnae and donors.

Ability to balance strategic efforts while managing execution of those initiatives, taking them from a collective vision to reality.

Leadership skills that will contribute to productive interactions among senior team peers and those being supervised: problem solving, decision making, delegation and follow through.

Ability to develop, lead and manage a team with varied areas of expertise.

Ability to establish and maintain relationships with volunteers, Board Members and parents.

Ability to be analytical, organized, and meticulous but also adaptable, strategic, and collaborative

Strong communication skills, both oral and written.

A strong commitment to accuracy, integrity, honesty, accountability and transparency.

Knowledge of fund accounting.

Expertise in asset management including financial resources and property.

Experience with accounting systems, Excel, and QuickBooks.

Experience in negotiating and managing outside vendor relationships.

Physical Demands of the Position: This position requires the ability to frequently stand, walk, and sit; occasionally bend, stoop, and reach; and may require lifting and moving objects up to 25 pounds.

Coworkers must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable coworkers with disabilities to perform the essential functions of their job, absent undue hardship. Ursuline Academy retains the right to change or assign other duties to this position.

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