Position Title: Director of Operations

Position Summary

FLSA Status: Exempt 

Under the direction of the Business Administrator, the Director of Operations guides and coordinates the Operations department based on school goals and objectives. The Director ensures a safe working environment; oversees facilities and grounds maintenance, capital projects, and technology infrastructure including Cyber Security, insurance acquisition and renewal, front office operations for the Machris Mariposa and McComb Mendocino campuses; plans and prepares safety and emergency policies and procedures including COVID protocols for the entire school. Additionally, the position develops and manages related operations and capital budgets; leads, supervises, and coaches the Operations team; and positively interacts with all school constituents. 

Essential Duties and Responsibilities include the following. This list is meant to be representative, not exhaustive. Some incumbents may not perform all the duties listed while in other cases related duties may also be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. 

Operations:

• Liaise with Business Administrator to make decisions for operational activities and set strategic goals 

• Regularly evaluate the efficiency of operational policies and procedures according to organizational objectives and apply improvements 

• Develop plans to maximize operational efficiency to ensure cost-effectiveness, economies of scale, and manage expenses 

• Implement, streamline, and manage overall policies and procedures of school front offices, including, but not limited to, attendance, coordinating field trips and school events, ordering certificates of insurance, updating databases, and ordering and maintaining supplies 

• Direct emergency planning and preparedness for PWS in its entirety, including fire, earthquake, and lockdown protection and security systems management 

• Manage the procurement process and coordinate material and resource allocation 

Facilities and Grounds: 

• Oversee facilities, custodial, and grounds site maintenance for Pasadena Waldorf School (PWS) campuses, including project and construction management, office relocation, and efficient space usage 

• Review and renew insurance, OSHA, and ADA requirements for school operations annually. Ensuring they meet or exceed regulations and align with PWS expectations 

• Regularly negotiate leases and agreements 

• Manage Information Technology – computers, printers, software applications, telephones, internet, and infrastructure, including Cyber Security 

• Seek out, develop, manage, and maintain vendor relationships/agreements associated with buildings and grounds supplies, maintenance and repair, remodels, as well as day-to-day operations

Leadership: 

• Supervise daily activity of front office and maintenance staff and provide constructive feedback 

• Manage team workloads to meet deadlines and achieve goals 

• Attract, hire, and retain operations team members, including developing and updating job descriptions, posting open supervised administrative positions, vetting, and interviewing potential candidates for employment, and onboarding new hires to ensure job and cultural acclimation 

• Ensure diplomatic, timely, clear communications in all school relationships 

• Establish and maintain neighbor communications about regular school year activities, ensuring neighbors are aware and, when appropriate, invited to participate, and about campus activities that may be specific to a select neighbor or group of neighbors 

• Prepare schedules, department reports, and other organizational reports as needed 

• Review and approve all invoices related to operational activities, including all utilities, and submit them to the Business Office in a timely manner, at least twice a month 

• Develop and effectively manage department budgets and expense reports 

• Review financial information and adjust operational budgets to ensure efficient use of funds 

• Establish, promote, and enforce security and safety procedures and policies in the workplace, including COVID protocols.  

• Provide necessary training and certifications 

• Performs other duties as assigned 

Qualifications:

• Bachelor’s degree in management or business field preferred, commensurate work experience considered 

• 3+ years’ experience in the front office, site, and safety management 

• 3+ years of supervisory experience 

• Prior experience as Operations Director or Manager preferred 

• Previous experience working in a school environment preferred 

• Outstanding organizational and leadership skills 

• Strong interpersonal and problem-solving skills 

• Experience developing and managing budgets 

• Strong decision-making, action-planning, and prioritization skills 

• Excellent verbal and written communication skills 

• Ability to work with and on a team 

• Proficient in Microsoft Office Suite, database experience, advanced computer skills 

• Ability to be on-call outside regular working hours 

Reports to: Business Administrator 

Directly Supervises: Front Office Manager, Administrative Manager, Grounds Maintenance Manager, Facilities Maintenance Manager and may be assigned other direct reports as the needs of the School change. 

Physical Demands: The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. 

While performing the duties of this job, the employee is regularly required to sit and walk for long periods.  The employee must frequently reach with hands and arms.  The employee occasionally is required to use hands to finger, handle, or feel; talk or hear; stand and walk; bend/stoop/twist/squat/kneel; fine motor manipulation.  The employee must regularly lift and move up to 25 pounds and occasionally lift and move up to 50 pounds.  Anything over the weight limits should be done as a two-person lift or with a mechanical lift.   

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee regularly works outdoors at multiple campuses and has an indoor office. Occasionally works near visual displays. The noise level in the work environment is usually moderate. 

Salary and Benefits

• This position is full-time, salaried with a base annual salary of $67,000 

• Benefits include medical, dental, life insurance, and paid time off plus holidays. The typical work week is Monday through Friday. The position will occasionally work evenings, weekends, and holidays 

COVID-19 Safety 

• PWS expects school employees to be fully vaccinated for the health of our students and employees 

• PWS is following careful and successful COVID-19 protocols including prioritizing ample space for working indoors and outdoors, masking, daily health screenings, and frequent testing for all individuals

To Apply 

Please submit a letter of introduction, resume, and contact information for three professional references using the Apply button below.