Dean of Operations - Seton Catholic Schools - Seton Catholic Schools

Position Title: Dean of Operations
Reports to: Director of Operations
Employment Classification: Full time, 12-month, Exempt

Join the Transformation of Catholic Education in Milwaukee

Seton Catholic Schools is a network of K-8 Catholic schools in Milwaukee. There are currently 14 schools serving nearly 3,000 students in the network.  The network is planned to expand to a total of 20 schools serving nearly 7,500 students, making Seton the largest Catholic elementary school network in the country.  Seton is strengthening academics, faith formation and life-long outcomes for all students and is a unique model on the front end of transforming Catholic education in Milwaukee and across the nation. 

Job Summary

The Dean of Operations (DO) is the school business operations leader, overseeing all non-instructional functions and administrative tasks and services, enabling the instructional team to maintain a concentrated focus on driving academic and spiritual growth for all students. The DO ensures schools are managed with operational excellence and fiscal prudence by implementing policies and systems while upholding the values of Seton Catholic Schools. The DO will leverage business and operational expertise, strategic thinking, planning, and relationships/emotional intelligence to meet school needs and ambitious goals for operational effectiveness. This role will be primarily based at one school, while collaborating with multiple schools within Seton’s growing network.

The job will include the following duties and responsibilities, but is not limited to:

Office and School Operations Management

• Manage and supervise the office administrative staff, in collaboration with the Principal, and address all school office needs to ensure smooth operation of main office and a clean, warm, and welcoming front office environment; includes scheduling required coverage, duties, assignments and roles based on approved staffing plan.
• Participate with Principal in setting coverage schedules, including breakfast, lunch, substitute teachers, office staffing, other before or after-school activities and family events to minimize conflict with operational issues and maximize school staffing resources.
• Supervise all office staff on a regular basis and ensure performance expectations of each position are being satisfactorily met.
• Assist with other administrative duties as needed.
• Support school-based communications between students, staff, parents, and visitors.
• Ensures efficient school year start-up with all school systems fully operational before school year staff and students return.
• Maintains and facilitates end of year school close out.
• Manages field trip coordination to support academic staff and assures safe, reliable transportation and activities, ensuring the operational needs are met effectively and efficiently.
• Attend to sick students, maintain necessary student medical records, and manage student medication as needed.

Data & Compliance

• Manage systems to ensure financial and regulatory compliance with state and federal policies, including requirements related to Wisconsin’s Parental School Choice Programs. Serve as a Parental School Choice Program designee for assigned school.
• Responsible for communication of and compliance with all Seton Catholic School network policies and procedures at assigned school.
• Responsible for updating and maintaining school website. 
• Oversee student information through the management of school office administrative staff, including input to PowerSchool (Seton’s student information database system) and any other system or database collection of data for stakeholders.
• Ensure all student records are complete/accurate including transcripts, school cumulative records, and all information necessary for applicable funding and in accordance with federal and network-based policies, as well as audit guidelines.
• Oversee all of the admissions/enrollment process including collection, reviewing, and filing of all necessary paperwork, including free and reduced food service documentation in alignment with student information system entry.
• Prepare all required schedules and support network staff coordinating requests needed for all audits and ensures that all aspects of the school are compliant with all Federal, State and Local governing authorities as directed by Seton network policies, procedures, and weekly/monthly responsibility checklists.

Purchasing and Finance

• Oversee school purchasing in accordance with network policies, procedures, and practices.
•  Share responsibility with the Principal in managing the school’s budget and expenditures related to its budget.
• Manage fiscal operations at the school including cash handling, payment requests, invoice approval, deposits, staff reimbursements, and other finance systems in accordance with network procedures.
• Oversee student accounts and invoices and other school affiliated organizations’ financial activity and transactions.
• Coordinate with related parish and network office on shared expenses and collaborate to maximize school resources.

School Nutrition Program

• Supports school food service operations as required by network’s School Nutrition Program Director.
• Maintain weekly and monthly meal reporting as required.
• Oversee food services staff as needed to assure procurement and efficient delivery of student meals and compliance with all program requirements.

Facilities and Safety

• Manage the cleaning, janitorial, and light maintenance aspects of the upkeep of the school’s facilities and coordinates with parish and network team members to implement school facility projects.

• Ensure a safe, secure, warm, and welcoming school environment at all times, including follow up on the school’s physical condition – interior and exterior.
• Ensure school books, materials, furniture and equipment are properly stored, accounted for and accessible when needed, including inventory of Title funded purchases per LEA requirements.
• Lead the school safety team efforts.
•  Implement school emergency and safety plans and coordinate fire, evacuation and crisis drills with principal.
• Serve as liaison to parish on daily facility needs, ensuring school is neat, clean and that minor repairs are completed in a timely manner.

Human Resource Responsibilities

• Coordinate hiring process for open operations positions for school based on approved staffing plan.
• Responsible for hourly staff weekly time and attendance reporting in applicable program(s) worked, ensure the accuracy and timeliness of all reporting.

Organizational Effectiveness

• Implement, test, and continuously improve systems that contribute to effective operation of the school, including arrival/dismissal logistics, materials requests, and beginning and end of year operational activities.
• Build and leverage relationships with internal and external stakeholders, especially school leader(s).  Serve as liaison to the network operations office, on matters including but not limited to finance, facilities, HR, data, safety, technology, and program management.
• Contribute to the staff and student culture in the school, acting at all times in advancement of the school and network mission and the Seton Catholic Schools Shared Values.

Qualifications and Skills

• Bachelor’s Degree or equivalent years of experience.
• Demonstrated interest in promoting academic excellence in an educational environment.
• Demonstrated interest and ability to serve all of Seton Catholic School’s customers and constituencies.
• Ability to manage multiple priorities and establish an efficient, flexible schedule to achieve operational goals.
• Attention to detail, ability to establish priorities, and consistent in meeting deadlines.
• Self-motivated and high achieving; thrives on a small team as both an individual contributor and collaborative team member.
• Strong communication, organization, human relations, and collaboration skills.
• Quick learner who desires (and is responsive to) feedback.
• Three to five years’ experience in educational, non-profit and/or corporate setting in roles related to operations management.
• Valid WI drivers’ license and car insurance.

Benefits and Perks

• Competitive pay.
• Health, dental and vision coverage.
• Archdiocese of Milwaukee pension program.
• 403(b) retirement plans.
• A collaborative, regional network of educators aligned to vision, mission, and educational outcomes.
• A commitment to hiring a diverse team, reflective of our school communities.

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