Most updated job description: https://docs.google.com/document/d/1-OWJVAgfw4U6mp2RZgqUnCwAoWZOWkcAhFisWRhwGM0/edit
Director of Operations
Immediate Opening - Full-Time Position
We’re creating a world in which educators and students realize a more joyful and meaningful definition of success: Authentic Human Well-being. We believe every single soul has the right to undertake a robust educational journey of self-discovery and self-mastery—with the ultimate aim of unearthing the motivation, excitement, and skill to contribute to something larger than one’s self. Currently, Millennium.org offers two signature offerings, Millennium School and Millennium Forum:
About Millennium School
Millennium is an innovation lab for whole-self development. Our aim is to re-imagine middle school for the 21st century. Instead of seeing the middle school years as “awkward” and “difficult,” we think they’re the most important years to prepare students for the path to happy and successful adulthood. We’ve built a team of leading educators, researchers, and adolescent developmental psychologists, and together we’re designing a new model for middle school: one that combines highly engaging and experiential academics with an approach that is social, personal, and rooted in the real world. For more information visit, https://www.millenniumschool.org/
About Millennium Forum
Millennium’s Forum is a social learning platform for teacher well-being & SEL development that translates research in developmental science into practical tools and content that teachers integrate amongst themselves and in their classrooms. Forum leverages peer-to-peer circles with a goal to strengthen teachers’ social and emotional learning (SEL) capacities and cultivate greater well-being in three ways: 1. Self-Care, and Commitment to a Personal Mindful Development Practice (Self); 2. Peer-to-Peer Connection, Intimacy, Trust, Coaching and Mentorship (Others); and 3. Professional Development on Mindful Social-Emotional Learning and the Science of Human Development (World). For more information visit, https://www.millenniumforum.org/
Practiced commitment to Social Justice & Equity
At Millennium, we celebrate diversity as a portal to ourselves and a peaceful global community. We know that it takes commitment and prioritization to offset systems of oppression and implicit bias. We are committed to becoming a fully anti-racist multicultural organization that is helping to transform society. This means we are constantly learning about systemic, cultural, and personal barriers to equity in diversity and creating structures of accountability that disrupt and uplift.
After five years of dedicated service to the organization, Millennium’s fantastic Director of Operations has decided to phase out and seek out new opportunities. We are searching for an experienced individual to lead operations for Millennium.
The Director of Operations (DOO) leads the operational management of the Millennium organization. Approximately 85% of the role focuses on Millennium School operations and 15% on Millennium Forum and other emerging programs. This position is critical to the successful realization of our mission through active leadership and by providing other personnel the opportunity to focus exclusively on their roles facilitating learning and growth experiences. The DOO is a proactive, systems-thinker who embraces innovation and continuous learning and is open to constructive feedback. The DOO is willing to get their hands dirty and thrives in creating more efficient workflows in support of others. The DOO is collaborative and embraces our core values of love, wisdom, authenticity, and conscious action.
The DOO reports to the Head of School, serving as his right hand for all operational matters, manages the Assistant Director of Operations, and leases actively with EdOps, our financial and accounting services firm.
Specific responsibilities include, but are not limited to:
Play a leadership role in the organization’s strategic and annual planning
Serves as the eyes and ears of the school to ensure that all school operations run seamlessly each and every day, proactively problem solving and developing systems where needed
Play a leadership role in the annual budgeting process
Directs and manages the school’s after-school program and oversees the Athletics DirectorDirector
Organizes and manages the school’s duty schedule (drop off, pick up, lunch, movement breaks, etc.)
Oversees and supports the Assistant Director of Operations
Helps with dro-off/pick-up duty when scheduled
Serves as the point person for HR issues and coordinates with HR consultants or our law firm when needed
Ensures we are compliant with state and federal laws and policies
Partners with and supports the HOS in all hiring processes.
Ensures that school staff have complete, current, and accurate employee files and certifications; all personnel interacting with students have background checks on file; and schools comply with all areas of legal compliance (e.g. Human Resources, FERPA, etc.)
Coordinates CPR, first aid, mandated reporter, and sexual harassment training
Oversees school substitute contracting
Completes exit interviews of departing employees
Keeps records of time off, leave, and other personnel requests
Reviews and updates the employee handbook
Finance and Purchasing:
Serves as the school’s point of contact regarding finance and purchasing
Manages payroll and benefits management
Serves as the school’s link to our financial and accounting firm, EdOps, to ensure financial compliance and proper reporting, including tax compliance.
Works closely with the Head of School and EdOps to develop the organization’s annual budget.
Manages the budget throughout the year, participating in regular meetings to review budget variances, monitoring spending, and seeking opportunities to ensure spending is always aligned to goals and policies.
Manages (and re-imagines) the organization’s purchasing process by establishing clear systems for staff requests and approval of items, places orders with vendors, tracks deliveries, and properly codes purchase orders, invoices, and reimbursement requests.
Monitors vendors for timeliness, reliability, and compliance to local, state, and federal requirements.
Manages tuition billing and after-school fee payment process
Collaborates with EdOps to manage school insurance needs, including yearly tuition insurance contracts
Ensures the timely completion of our yearly audit process
Facilities and Maintenance:
Oversees all aspects of facilities use, including communications with landlords, managing maintenance, aesthetics, shared space agreements, and campus safety
Regularly conducts facilities walkthroughs and liaises with custodial vendors and other vendors to ensure facilities are clean, well maintained, and safe and meeting the needs of the team
Takes a lead in negotiating new space contracts and coordinating with brokers/agents.
Events and Special Programs Support:
Supports the Director of Student Programs to secure vendors for expeditions, local, international, and camping trips, etc.
Owns operational organization for special events
Manages our school food vendors
Technology and Equipment:
Ensures that students and staff have access to needed technology and works with vendors to plan maintenance and related enhancements
Leads the school opening process each year to ensure that the school is ready to start by ordering furniture, equipment, and supplies, and by ensuring student services are ready to go
Manages the school supply and asset inventory
Student Information and Admissions:
Manages the student enrollment process, including the collection of waivers
Ensures our systems for maintaining accurate student data and information are in compliance with federal and state laws and internal policies
Coordinates the transfer of data from Admissions to ongoing Student Information Systems
Responsible for overseeing the process and making decisions regarding flexible tuition awards
Supports the Director of Admissions with events, marketing, and other needs.
Manages the process to ensure immunization compliance and communicates to families when additional vaccinations or records are needed
Develops emergency policies and procedures
Ensures that the organization is prepared for emergencies by conducting drills and training
Takes leadership on all COVID mitigation and compliance efforts
Notifies the community of any health issues as needed (COVID, head lice outbreaks, etc.)
Compensation is competitive and commensurate with similar roles and levels of experience. This is a full-time position with benefits.
This role is in-person at 245 Valencia Street, San Francisco, CA, 94103. One or two days per week can be negotiated to work from home.
Millennium School is an equal opportunity employer. We welcome applications from all individuals regardless of age, gender, race, ethnicity, religion, or sexual orientation and evaluate all candidates based on merit.
Last updated: June 20, 2022
Bachelor’s degree required
Experience in a related school or non-profit position, preferably as Director of Operations, Business Manager, or CFO, with a strong track record of results
Excellent verbal and written communication skills.
Strong attention to detail.
Strong organizational skills.
Computer and financial literacy
Must be a self-starter, multi-tasker, flexible, and have an ability to navigate among different stakeholder groups with ease.
Strong interpersonal skills and the ability to work well with others in a fast-paced environment
Strong work ethic and an entrepreneurial spirit to accommodate high levels of responsibility and multiple priorities
Willing to take on additional responsibilities as assigned.