Executive Office Manager - Technology and Operations

Job Details

Job Location:

370 James Street New Haven,CT.

- New Haven, CT 06513
Position Type:
Full Time

The Executive Office Manager – Technology and Operations provides high-level executive, administrative, operational, fiscal, and project-management support to the Assistant Executive Director for Technology and Operations. Working from the Executive Office, the position helps coordinate the day-to-day systems, information, projects, and follow-through needed to support effective agency operations across ACES schools, programs, facilities, technology, and other operational functions.

The duties below describe the primary responsibilities of the position. Additional related responsibilities may be assigned based on agency needs.

• Provide high-level administrative and operational support to the Assistant Executive Director for Technology and Operations in overseeing technology, facilities, transportation, capital projects, and related agency operations.
• Manage priorities, schedules, information flow, correspondence, meeting preparation, documentation, and follow-up for the Assistant Executive Director.
• Serve as a knowledgeable and responsive point of contact for operational questions, procedures, administrative needs, service requests, and technology or facilities concerns; identify issues and coordinate appropriate solutions.
• Coordinate cross-departmental work and maintain clear ownership, deadlines, approvals, records, and follow-up for technology and operational projects.
• Exercise sound judgment and strict confidentiality when handling executive, employee, student, fiscal, legal, contractual, security, technology, and other sensitive information.

• Provide administrative and project-management support for school building projects, renovations, repairs, capital improvements, space planning, relocations, and other facilities initiatives.
• Coordinate project schedules, meetings, agendas, action-item logs, plans, specifications, approvals, permits, inspections, invoices, change orders, and project records with internal staff, architects, engineers, contractors, municipalities, and other partners.
• Track project milestones, dependencies, budgets, outstanding decisions, risks, and required follow-up; elevate significant delays, cost concerns, safety issues, or unresolved matters to the Assistant Executive Director.
• Maintain organized project files and documentation, including contracts, plans, drawings, warranties, certificates, inspections, permits, correspondence, and closeout materials.
• Support planning for building openings, moves, temporary relocations, classroom or office reconfigurations, and readiness activities.

• Provide administrative and project coordination support for agency educational technology, network systems, telecommunications, cybersecurity, infrastructure, hardware, software, and technology service initiatives.
• Coordinate technology purchases, installations, upgrades, replacements, inventories, warranties, licensing, vendor support, and implementation schedules.
• Track technology projects and service issues from initiation through completion, ensuring that responsible parties, deadlines, communications, and documentation are clear.
• Support coordination among technology staff, school and program leaders, vendors, contractors, internet and telecommunications providers, and other external partners.
• Maintain accurate records related to technology assets, contracts, licenses, service agreements, infrastructure projects, and other operational technology documentation.
• Support responsible implementation of approved artificial intelligence and emerging technology tools in operational workflows, with appropriate attention to privacy, cybersecurity, accuracy, and agency policy.

• Provide administrative and operational support for fiscal matters associated with technology and operational departments.
• Prepare, process, review, and track invoices,…