Administrative Assistant to the Head of Data & IT

Company Description

Uncommon Schools  is a nonprofit network of high-performing, public charter schools providing an outstanding K-12 education in historically under-resourced communities. We have proudly built schools that reflect our student population, with more than 60% of our teachers and staff across our network identifying as a person of color. Uncommon currently manages 53 schools serving more than 20,000 students in five cities: Boston, Camden, New York City, Newark and Rochester. We are proud that Uncommon graduates persist in and graduate from college at five times the rate of their peers nationally. We achieve this by offering strong academic, co-curricular, and social-emotional learning that prepares students for success in college and beyond.

Job Description

The Data & IT Team is a true partner with Uncommon’s schools and other Home Office teams to achieve Uncommon's mission and provide value through technology solutions and services. We strive to use clear communication, thorough planning, and consistent execution to build trust at every level (Managing Directors to school staff) to accomplish crucial technology work! We handle PowerSchool, Illuminate, and downstream applications, and owns Uncommon-wide processes for Report Cards, Data Audits, End-of-Year PowerSchool Rollover, and all day-to-day PowerSchool work (attendance, grades, etc).

The Assistant has two key functions: 

• Supports the Head of IT through various tasks including administrative responsibilities like planning and drafting communications, and project managing a few team-wide initiatives! The Assistant works directly with the Head and Directors of the team. 
• Manage account payables, including purchase orders, invoices, accounts payable, and budget upkeep for the D&IT team. 

We are looking for a self-sufficient, persistent teammate to perform this crucial role for the team! The role will provide an opportunity to see and learn about technology at a large scale education organization!

Administrative Tasks

• Ensure the Head's time is maximized and aligned with the organization’s priorities by seamlessly handling their calendar, and arranging meetings
• Provide support for the entire team, including credit card reconciliation, reimbursement processing, and administrative duties needed
• Own and lead both large and smaller meetings by creating presentations, taking minutes, and handling logistics
• Improve current operations and processes to efficiently allocate resources and time

Program and Systems Management

• Lead a team of individuals to continuously build and maintain internal systems to monitor school data and information across the network
• Create and maintain strategic trackers and metrics to ensure progress on high level work towards goals and landmarks.
• Project manage and operationalize a few team-wide initiatives per year; activities include building out the project plan, owning implementation, and supervising budget and execution
• Support in shaping a joyful staff culture within the D&IT team and/or school and Home Office leaders

Accounts Payable, Budget Management, and Team Credit Cards

• Creating and reviewing Purchase Orders for accuracy
• Responsible for processing invoices and authorized check payments to vendors in accordance with company processes, while ensuring that backup records for all accounts payable transactions are properly maintained
• Vendor registration including W9 upload and payment methods (ACH setup)
• Update budget to account for all spending
• Own Credit Card reconciliation for all team credit cards
• Assist Directors with the quarter and year-end closing process to review and analyze all general ledger accounts

Manage E-Rate

• Manage E-Rate application process with support from E-Rate consultant
• Update project plan to ensure Uncommon hits all deadlines
• Work with Finance Team to reconcile records for payment disbursement and/or audits

Qualifications

• Bachelors Degree
• 2+ years in K-12 environment
• Knowledge of Accounts Payable systems, Workday
• Outlook and Google Workforce (Docs, Slides, Sheets)
• Working knowledge of help desk ticketing software (e.g. Zendesk).
• Knowledge of spreadsheet software (Google Sheets or Microsoft Excel) including pivot tables

Travel Requirements:

• 3 days in person work at Uncommon Home Office (NYC) 
• Travel to Uncommon’s schools across all regions (NJ, NY, MA)

Additional Information

Our people are what make us uncommon. It’s important to us that our compensation practices align with our values and enhance our abi