Operational Services Manager

Job Description

Company Description

IOTA Community Schools is a network of four public charter schools in Memphis, Tennessee. We operate both "fresh start" schools and "zoned-enrollment" turnaround schools. From 6th through 12th grades, our schools serve predominantly minority and low-income populations likely to be first-generation college attendees.Job Description

TITLE: Operational Services Manager

Classification: Full-time, Exempt, Salaried

Start Date: July 1, 2025

Location: Central Office

Travel: reliable transportation required between campuses and to events/home visits

IOTA Community Schools is seeking a full-time Operational Services Manager. This critical role will oversee and streamline the daily functioning of IOTA Community Schools’ campuses in the following ways: school finance, authorizer compliance, and facilities management. They are a critical component to implementing effective operational and communications-related policies and procedures; maximizing available resources and developing strong outcomes. This role will lead work across multiple campuses and manage one team member.

Position is year-round with benefits. Work schedule is Monday-Friday with extra hours required as needed for facilities or compliance related items. This is an on-site role requiring consistent access to transportation to and between campuses and attending authorizer meetings. Travel the first year is expected around Memphis with possible limited travel to Little Rock. Subsequent years will include more travel to the Little Rock area.

ESSENTIAL RESPONSIBILITIES

School Finance:

Oversees procurement and purchasing for multiple campuses including placing orders, inventorying items received and handling returns/exchanges.

Procurement audit to ensure vendors selected by campuses match approved vendor list, pricing matches delivery, and POs and invoices align

Oversees the cash receipts and deposits through coordination with IOTA’s Finance & Accounting Team to ensure effective implementation of financial policies

Work closely with Finance team to support accurate spend and make cost-saving recommendations

Monitors budget expenses to work with Principals on budget maintenance

Develops and deploys a centralized vendor selection process

Responsible for school-based contract management through Gatekeeper

Compliance (state/federal/authorizer):

Ensures compliance requirements are completed on time.

Act as the owner for authorizer reporting calendar ensuring all submissions are completed

Leads the document collection and submission of federal, state, county and authorizer compliance requirements

Support schools with authorizer oversight visits, including compilation of materials and coordination of day-of operations

Assist in the development, preparation and document collection for new and renewal charter applications

Assist in the timely completion of federal and state level government program reports, such as Annual School Reports, Beginning of Year reports, and other comprehensive reports as required

Support the development, preparation and document collection of applications for District facilities

Maintain and organize internal and external records for current and historical reference and use

Help implement new systems and processes or surface ‘continual improvement’ projects that streamline organizational efficiency and promote excellence in service

Attend relevant authorizer, county, and state compliance meetings or webinars and support the codification of new compliance requirements as they surface

Support leaders by maintaining accurate records of compliance materials

Perform other duties as identified in order to meet departmental goals and objectives

Project manage initiatives as requested by leadership to include but not limited to initiative research, codification of systems, marketing materials/packaging documents for internal/external audiences

Facilities Management:

Manages routine maintenance requests for school in IOTA’s work order system

Meet with Office Coordinators weekly to review walk-through logs and ensure maintenance, janitorial and pest control services are properly carried out

Manage a Facilities Associate and work as the primary point of contact with external vendors on larger school facilities projects

Partner with stakeholders as needed for facilities grants, financing, etc. to ensure facilities reflect IOTA’s culture and mission

Manages school safety processes and compliance including administering trainings, coordinating drills and safety audits and liaising with security vendor and nursing partner; partners with Principal to respond to emergencies

Key Performance Indicators:

Year 1:

Deployment of a centralized (approved) vendor list within 6 months

100 percent of users trained in procurement process indicate ability to use the system successfully

100 percent of users training in cash-handling procedures and processes with monthly audits demonstrating 100 percent fidelity in use

100 percent of monthly deposits reflect accurate processes and procedures

Deployment and implementation of cashless office structures resulting in 75 percent of funds received being cashless by the end of the year

On-Going:

Quarterly audit of procurement process reflects adjustments and results in recommendations for quarter-over-quarters savings

100 percent receipt matching in the procurement process

90 percent of procurement orders submitted follow the outlined process within 6 months of deployment

100 percent of services have a PO created before invoice receipt

80 percent of facilities tickets are resolved within one week with those marked urgent resolved within 48 hours

100 percent of authorizer reporting calendar deadlines met

100 percent of facilities-related compliance requirements met

1-2 larger, cross-collaborative continuous improvement projects completed annually that streamline organizational efficiency and promote excellence in service

Cashless office structures result in 90 percent of funds received being cashless year over yearQualifications

The minimum qualifications for this position are:

Bachelor’s degree required, or relevant experience will be considered

Experience with accounting software, point of sale, ticketing systems highly preferred

Must be proficient in new technology

3-5 years of finance, operations, and leadership experience

Experience working in a school environment or with school-related compliance highly preferred

Experience with project management tools such as: Trello, Monday, Gatekeeper, etc. highly preferred

Must be able to pass a TB test and background check at the time of offer.

Must be well-organized, detail-oriented, and determined to succeed.

Must be able to prioritize multiple assignments and handle complex tasks in a fast-paced environment.

Demonstrated proficiency in writing and strong communication skills.

Adheres to the highest ethical standards, demonstrates an empathetic disposition and perseverance; uses discretion and good judgment; reflects an optimistic attitude, and conveys sensitivity to the needs of the school and its community.

Excellent interpersonal skills and a demonstrated record of completing assignments.

High level of initiative, creativity, and energy.

The ability to handle problems as they occur, and follow through on all aspects of the position.

Demonstrates a growth mindset and a desire to continually improve through feedback, coaching, and professional development

Dependability, humility, sense of humor, and a rock-solid commitment to IOTA’s mission and the communities we serve

The information contained herein is not intended to be an all-inclusive list of the duties and responsibilities of the job, nor is it intended to be an all-inclusive list of the skills and abilities required to perform the job.

Additional Information

SALARY RANGE: $70,000-$75,000. We also offer a comprehensive benefits plan, 401K, and generous vacation time, as well as the opportunity to impact a growing, mission-driven organization that is committed to the success of students in public schools. Please note that we are unable to sponsor H1-B Visa applicants.

Full-time