Academic Operations Specialist

BelovED Academy Charter School is hiring an Academic Operations Specialist to work at the High School. This is for 2024-2025 School Year.

OUR SCHOOL

BelovED Charter School is a dynamic and successful charter school that truly supports its teachers and staff. We serve a mix of students that are among the most diverse in America while enjoying the cultural vibrance of Jersey City, Hoboken and New York City. Our staff is a dedicated group of individuals passionate about closing the achievement gap and providing a quality educational program. 

Position Overview

Reports to: Managing Director

Works Closely with:  HS Deans 

Manages:  Office Manager

Team Management

• Oversee Office Manager and OM responsibilities in consultation with Academic Dean
• Assists in building a joyful and inclusive school culture
• Manages relationships with outside vendors, helps address general office and administrative needs
• Willing to offer support and receive constructive feedback from colleagues in order to create a professional working atmosphere that is conducive to change and improvement

Facilities (Aesthetics and Safety)

• Performs periodic walkthroughs to ensure building is neat, orderly, and creating a positive school culture
• Ensures that building repairs/tickets are completed in a timely manner through collaboration with DOO
• Collaborates with DOO to perform periodic safety inspections and drills

Test Management

• Coordinates the operational logistics of (interim and standardized) student test administration, including the distribution and collection of test materials, schedules, meals, etc.
• Maintain an inventory of test materials and ensure that teachers and students have the necessary supplies and equipment (e.g., Chromebooks, document cameras and recording equipment) for major test events
• Schedule and oversee test makeup sessions for missed exams

Student Information Systems Management

• Works in consultation with Data Coordinator to manage student information system to generate report cards and progress reports
• Works in consultation with Data Coordinator to confirm student data, including class rosters, is accurate in the Student Information System (PowerSchool)
• Manage teacher training in how to use school systems and instructional software
• Ensure that classroom software and technology aligns with administrative objectives
• Liaison with Information Technology staff to troubleshoot information system issues

Scheduling and Daily Systems

• Evaluate and, when needed, develop operational systems that will increase efficiency and be implemented with fidelity by the school community
• Works with school leadership to manage the daily school schedule and calendar.
• Manages school wide add/drop period and new student enrollment
• Establish and implement robust processes and systems to continue and improve building efficiencies and daily operations
• Accurately input schedules into the school information system
• Coordinate substitute teacher assignments to ensure classes are covered when teachers are absent
• Coordinate longer-term coverage when openings develop, such as when teachers go on leave

Communication

• Create and collect content for Instagram and school website
• Manages school wide communication to families
• Creates content for monthly school wide newsletter

Liaison with the Departments of Administration and Operations 

• Communicate academy needs to other areas such as food services, custodians, and security. Follow-up and track completion of requests. Communicate back to teachers. 

Special Events & Clubs

• Plan any special events initiated by teachers or student clubs/organizations/student government
• Coordinate Field Trips with transportation, food services, principal, permission slips, and business office
• Plan and execute all senior events: Prom, Graduation, Senior Lunch, Senior Trip, etc.

Data Analysis

In consultation with the Academic Dean, manage a Bi-weekly data dashboard that includes behavior, attendance, and academic progress data.

• Identify key data points to track
• Create tracker system for these data points if none exists
• Run reports
• Track longitudinal data
• Package information for distribution to staff and school leadership/board

Onboarding

• Works with Registrar to manage student onboarding process including communication to families
• Assist with new employee orientation, focus