Manager of Academics Business Operations - KIPP Public Schools Northern California

This position reports to one of our School Leader Managers and is based out of our Regional Office in downtown Oakland (BART accessible), with frequent travel to our local schools and communities throughout Northern California – including San Jose, the Peninsula, San Francisco, the East Bay, and Stockton. The position is available immediately. 

• 2+ years of office management, operations, or accounting, including working knowledge of general office business systems and practices required.
• 4+ years work experience required.
• Experience working in the education field is preferred.

 Education:

• Bachelor’s degree or higher

• Knowledge of and skills working with the Google suite of applications.
• Project planning and progress monitoring of large projects.
• Demonstrated success with budgeting, procurement, and invoice management.
• Adept at Excel. 
• Excellent communication skills (verbal and written).
• Ability to learn and utilize technology necessary to operate in a virtual office environment (i.e. Zoom).
• An eagerness to receive and implement feedback.
• A commitment to diversity, equity, and inclusion and the ability to partner across lines of difference.
• A deep passion for social justice and equity for all children; a strong belief that all students can achieve at the highest levels regardless of demography.

Essential Functions and Responsibilities

• Manage purchasing process by establishing clear systems for teams to request items, place orders with vendors, and track delivery. 
• Code and submit purchase orders, invoices, and reimbursement requests; approve purchases under a specific financial threshold.
• Partner with the regional Accounting team to manage and oversee procurement, cash receipts, deposits, and the effective, compliant development and implementation of financial policies, including those related to accounts receivable and payable, budget line item management, and invoice entry and approval.
• Partner with the Chief of Schools on schoolwide budget management, ensuring the school maintains at least a break-even budget at the end of the year.
• Develop a strategy to source and select suppliers to ensure that the team  meets all federal, state, and regional requirements related to purchasing, procurement, and contracting; manage relationships with external vendors and ensure compliance.
• Manage procurement process, which may be on behalf of our schools or the regional teams that report to the Chief of Schools; create and manage a project planner to document status of procurement activities.

• Proactively manage the Regional Calendar to ensure a high degree of visibility, efficiency and effectiveness with both internal and external stakeholders; own process for creating annual calendar and onboard regional teams to make collective updates to it.
• Manage weekly communication emails to School Leaders.
• Manage high level discipline communication and compliance.
• Serve as executive assistant to the Chief of schools; amplify the success of the Chief of Schools, by ensuring that their time is spent in alignment with organizational priorities and that they are supported to be highly effective. 
• Perform other related duties and special projects as required or assigned.
• Ensure the Chief of School’s expense reports are submitted in a timely and efficient manner. 
• Own a subset of regional procurement processes
• Use provided budget tools to maintain accurate account of expenses, payments and budgets. 
• Leverage provided project planner to document status of tasks.

• Coordinate pre-event details including, but not limited to: scheduling venues, ordering food, arranging travel, assembling materials, purchasing gifts, managing attendance, and communicating to attendees.
• Plan and manage day-of logistics (calendaring, A/V, catering, vendor & event management, materials, etc.) for professional learning events, including traveling to event locations to provide on-site support.
• Own management and relationships with outside vendors who will assist with setting up, closing down, and other activities as needed. 
• Manage sign-in, contributing to the joy factor by arranging music, gifts or other fun activities.
• Submit accurate and timely reports for event-related expenses and reimbursements.

Physical: Ability to navigate office and school campuses, and hold meetings in different spaces. Traditionally, much of the day involves sitting. Ability to access and utilize technology. Occasional lifting/carrying of equipment 1-20 lbs. Physical agility to move self in various positions in order to execute duties effectively, which may include kneeling, walking, pushing/pulling, squatting, twisting, turning, bending, stooping and reaching overhead

Mental: Stress of deadlines and normal work standards, ability to analyze problems and generate alternatives, work with interruptions, concentrate for long periods of time, read, calculate, perform routine math problems, memorize and recall objects and people.

Environmental: Office environment subject to constant interruptions and distractions.  Occasional classroom/school environment and travel. Adhere to KIPP’s health and safety guidelines as outlined by the CDC, CDE, and public health agencies’ recommendations.

Classification

This is a hybrid position with the expectation to work onsite 2-3 days per week, subject to change based on weekly duties. When we hold Regional Learning Events (weeks of 7/8 and 7/15) or School Leader Community of Practice (weeks of 9/2, 11/4, 1/13, 3/3, 4/7, 4/28, 5/27), the position will be required to be in-person 5 days a week.