Home Office Operations Associate - DC Prep

Start Date: Immediate 

Role Type: Full-Time

Location: Washington, DC

FSLA Status: Exempt

WHO WE ARE

DC Prep is a network of public charter schools serving over 2,000 preschool through 8th grade students across six campuses in Wards 5, 7, and 8.  While we’re proud to be the highest performing public charter network in Washington, D.C., we recognize that how we support our students to be successful is as important as the results we achieve.  That pushes us to reflect on questions such as how we can facilitate our students’ academic, social and emotional development; how we can support our team members’ professional growth and personal ability to do this work long-term, and how we can engage our students’ families as our own.  While this work is hard, it’s worth it-- we believe in the transformative power of education, the can-do-it-ness of our students and staff, and the joy that comes from engaging in meaningful work with people we care about and trust

THE OPPORTUNITY

The Home Office Operations Associate is responsible for maintaining  a welcoming and efficient home office, designed to ensure that all administrative tasks are completed well and in a timely manner. The Home Office Operations Associate is the person responsible for overseeing the basic day-to-day operational functions of the Home Office, including business administrative matters, office space upkeep and supplies, cross-functional content organization (emails, publications, etc.), and other administrative tasks as needed. The Home Office Operations Associate does not have supervisory responsibilities, but they will work with all of DC Prep’s Home Office Departments (Executive Team, Operations Team, etc.) to ensure the needs of all staff are met with attention to quality and timeliness. 

The Home Office Operations Associate is a full-time 12-month position. Occasional night and weekend hours may be required as needed for network-wide events and/or emergency situations. The Home Office Operations Associate will report to the Director of Operations. This will be an exempt position, not eligible for overtime. This position has no supervisory responsibilities. 

WHO YOU ARE

You are a clear and professional communicator who excels at managing upwards.  You understand that the leaders in the Home Office need to focus on big picture strategic planning, so it is your responsibility to keep an eye on the daily administrative tasks.  You send clear and timely reminders about important deadlines and create ways of collecting information from leadership that is organized, efficient, and clear about expectations and deadlines. 

You are a model of our organization-wide values, especially ‘We Aim High’. You are eager to take on challenges that feel outside of your comfort zone. You are a constant learner who wants to grow in your role and within the organization, asking questions, and going above and beyond the scope of your work whenever possible.

You are highly-organized and know how to prioritize. Colleagues are always impressed by and commenting on how organized you are. You’re such an effective prioritizer that you are somehow able to always get it all done, no matter how crazy the day has been. As such, you frequently hear exclamations of “You’re the best! Thank you!!” from colleagues and just consider that all in a good day’s work.

You are a rock. You’re dependable above all else and always weather the storm. Your friends and colleagues know that you’re the consistent, smiling face that they can look forward to seeing. You can easily handle everything that’s thrown at you, and more.

You are a ‘know-it-all’ – the good kind – and do it all. Team members of past, present, and future are constantly astounded by your uncanny ability to know everything that is going on at your workplace and community. You like to get involved in the big picture, but never forget the details. You don’t view any task as too small and you’re not afraid to speak up to get the job done. 

THE DAY-TO-DAY  

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Responsibilities of the Home Office Operations Associate will include but are not limited to: 

Home Office Management 

• Set the tone for the Home Office as a warm, welcoming, and safe environment for all, ensuring that everyone is greeted in a friendly, courteous manner, with a strong customer service-orientation, and in accordance with safety policies.
• Collaborate closely with the Director of Operations to maintain a highly organized, high-functioning office work area that meets staff needs.
• Manage office organizational systems ensuring all Home Office spaces are well stocked, clean and supply requests are fulfilled in a timely manner
• Facilitate virtual and in-person Home Office Huddles, ensuring the meetings are aligned with the scope and sequence laid out at the beginning of the school year.
• Coordinate with the Anacostia facilities and operations team to ensure timely attention is given to Home Office-related maintenance requests.
• Partner with leadership to organize and execute periodic Home Office Cultural events, such as potluck lunches, happy hours, etc.
• Ensure all package and mail deliveries are received, correct, and distributed to the appropriate team or campus in a timely manner.

CEO & Executive Team Support

• Prepare all Board meeting materials, agendas, and video recordings. Coordinate with CEO, communications, and legal to ensure the minutes are compliant and published in a timely manner.
• Partner with CEO & E-team to organize and execute targeted community initiatives and events, such as family workshops and feedback sessions led by members of the e-team.
• Support CEO with all administrative tasks, including (but not limited to) document creation and sharing, calendaring, email and written communications, data collection and analysis, etc. 

Cross-Departmental Administrative Support

• Maintain and update compliance calendar for PCSB and OSSE, ensure all senior leaders are holding their teams accountable to document standards and deadlines.
• Create and distribute agendas, presentations, and all materials related to Home Office huddles.
• Support teams with administrative tasks, including (but not limited to) document creation and sharing, calendaring, email and written communications, data collection and analysis, etc. 
• Manage all systems related to document intake through the Home Office, ensuring departments get physical and/or digital copies of all important communications.
• Organize and execute large mailings (physical and digital) and large document collation projects with relevant departments ensuring on-time delivery.

Business Administration

• Ensure accurate and timely management of all accounts payables and accounts receivables for Home Office invoicing and expenses. 
• Submit monthly credit card reconciliation and bank deposits for Home Office accounts to Finance team and support with preparation of expense reimbursements for semi-monthly payroll processing 
• Maintain the system for tracking and inputting donations that are sent to the Home Office, ensuring the development team is clear and up-to-date on all donor-related communications.

Network-Wide Events and Staff Joy

• Plan and execute network-wide events each year, including the beginning and end of year parties, holiday party, August Orientation kick-off, and graduation.
• Manage the network wide events calendar and communications with staff related to all network-wide events, including flyers and RSVP.
• Act as the main point of contact for event vendors (food, location, entertainment, etc.) and maintain the event rundown and all related communications.
• Keep the Director of Operations updated on all event logistics, plans, challenges, and costs throughout the process.
• Coordinate with communications, operations, and talent teams for all staff gifts and awards throughout the school year. These include, but are not limited to, Years of Service gifts, Holiday and End-of-Year gifts, DC Prep swag for network-wide events and celebrations, plaques and awards for Values Awards and VIPs, etc.
• Support the campus and Home Office operations teams with logistics for a variety of network-wide/cross-campus leadership workshops and initiatives, such as extracurricular programs, SEL field trips, leadership retreats, staff joy events, etc.

OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. 

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. 

• Occasionally required to sit; climb or balance; and stoop, kneel, crouch or crawl 
• Ability to frequently lift or move objects up to 10 pounds and occasionally lift or move objects up to 25 pounds
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus

QUALIFICATIONS

• 2 years of administrative or operations experience
• High school diploma or GED required; Bachelor’s degree preferred
• A history of impeccable attendance, punctuality, and reliability
• Ability to be flexible and pivot from one task to another without losing sight over the overall goal. 
• Very strong interpersonal and communication skills (written and oral)
• Strong organizational skills and attention to detail
• The ability to maintain strict confidentiality in regard to work performed
• A solutions-oriented mindset 
• The ability to handle calmly and efficiently situations, ranging from routine to emergency
• Excellent computer skills, including fluency with Google Suite, PowerSchool, Microsoft Word, and Microsoft Excel
• The ability to work beyond stated job hours when necessary
• A willingness to learn new things and eagerness to acquire new skills
• Positive attitude, maturity, and personal stability sufficient for a demanding position
• Belief in DC Prep’s mission, values, and commitment to diversity

COMPENSATION AND BENEFITS

• Competitive salary commensurate with experience
• Comprehensive benefits package including medical, dental, vision, short- and long-term disability insurance; maternity, paternity, and adoption leave; flexible spending accounts; and a 403(b) retirement plan

We’re an equal opportunity employer and hire without consideration of race, religion, creed, color, national origin, age, gender, sexual orientation, marital status, veteran status or disability. We strongly encourage diverse candidates to apply.