School Operations Manager - Interim

POSITION SUMMARY The Interim School Operations Manager coordinates the daily systems that help Downtown Montessori Academy run safely, smoothly, and warmly. This interim role coordinates day-to-day workflows with non-academic and front-office staff and oversees the school’s financial, human resources, payroll, facilities, testing, and administrative operations. The Manager reports to the Principal, with a dotted-line relationship to the Board of Directors, and partners with school staff to support students, families, and teachers. CORE RESPONSIBILITIES School Leadership and Daily Operations • Lead the daily operating rhythm of the school in partnership with the Principal, helping ensure that students, families, and staff experience a safe, organized, and welcoming school day. • Plan and oversee arrival and dismissal, including staff assignments, coverage, communication, and timely resolution of operational issues. Coordinate with the Principal on student supervision and matters requiring instructional or student-support leadership. • Coordinate with non-academic and front-office staff on daily workflows, coverage, and operational priorities; provide procedural guidance and refer staffing or performance matters to the Principal. • Oversee front-office systems and service, including family and visitor reception, phones and messages, attendance-related office workflows, records, and consistent communication with families. • Coordinate office coverage, staff access, and daily readiness; maintain clear procedures for recurring school operations and escalate safety, student, or instructional matters to the appropriate school leader. • Serve as school site lead for STAR, aimsweb, and Forward testing. Coordinate student rostering and the testing environment, and support the Principal and teachers with proctoring and test-day logistics. Human Resources, Payroll & Benefits • Manage payroll processing and accuracy review for each scheduled payroll cycle, including wage increases and payroll changes. • Coordinate new-hire onboarding, including offer letters, background checks, employment verification, payroll setup, benefits and retirement-plan enrollment, building access, and equipment needs. • Review and track I-9 documentation in isolved and maintain complete, confidential employee records. • Review and approve PTO requests in coordination with the Principal and/or the designated staff partner. • Coordinate termination processing and ensure timely closure of payroll, benefits, building access, and equipment matters. • Arrange annual background checks for all staff and volunteers, consistent with school requirements. • Lead the annual health-benefits review and renewal, coordinate employee benefit elections and changes. • Coordinate administration of the school’s 401(k) plan, including employee enrollment and contribution or election changes, and serve as plan administrator as assigned. Finance, Accounting & Board Reporting • Lead the annual budget development process, bringing budget preparation and ownership into the school while coordinating with RitzHolman for accounting support and financial reporting. • Monitor spending against the approved budget, load or maintain budget data in QuickBooks, and provide timely updates to the Principal and the Board. • Review and approve invoices for payment and strengthen financial controls for purchasing, reimbursements, and other spending. • Oversee cash and banking operations, including online account access and check-signing responsibilities as authorized by the Board. • Create or update written purchase rules for credit-card and Amazon spending, set approval levels, establish an Amazon business account, and communicate the process to staff. • Serve as the primary liaison with RitzHolman; coordinate reconciliations, audit schedules, financial records, and other requested support. • Coordinate the annual audit and Form 990 process, including financial schedules, records, Board minutes, and required review or negative-assurance sign-offs. • Coordinate grant oversight and reporting with the Principal and staff, clarifying data collection, submission responsibilities, and deadlines. Facilities, Vendors & Technology • Coordinate building operations, identify needed work, and obtain and compare vendor quotes when appropriate. • Manage vendor relationships and service quality, and obtain or compare quotes for facilities work when appropriate. • Prepare information for annual building-insurance renewal and coordinate requested facilities and financial documentation. • Serve as the school’s point of contact for IT support and coordinate staff technology and access needs. Governance, Compliance & Internal Systems • Support the Principal to ensure the school meets its obligations under the charter school contract and attend charter school meetings as needed. • Provide regular updates to the Principal and, through the dotted-line relationship, the Board, on financial condition, operating matters, risks, and progress on assigned work. • Partner with the Principal on the school’s relationship and reporting with Evident Change. • Review, maintain, and improve internal procedures and policies, including the Employee Handbook, fiscal policies, employee onboarding, and approval workflows. • Maintain organized records and dependable processes that support school operations, compliance, and Board oversight. This position will be hired initially on an interim basis, with the opportunity to transition to a permanent role based on the school’s needs and the candidate’s fit and performance.