Confidential Executive Operations Manager, Student Services

Confidential Executive Operations Manager, Student Services

The Confidential Executive Operations Manager for Student Services serves as the senior confidential administrative and operational leader supporting the Executive Director of Student Services. This position is responsible for managing the daily operations of the Executive Director's Office while providing executive-level leadership for departmental administration, operational planning, project management, fiscal coordination, compliance monitoring, executive communications, and organizational effectiveness.

This position operates with significant independence and discretion, exercising sound judgment in managing highly confidential information, coordinating district wide initiatives, improving operational systems, and ensuring the effective execution of departmental priorities. The Executive Operations Manager serves as the central point of coordination between district leadership, school administrators, government agencies, community organizations, legal counsel, and external partners.

• Direct the daily administrative and operational functions of the Office of Student Services.
• Develop, implement, and continuously improve office systems, operational procedures, and administrative workflows.
• Manage executive priorities and independently resolve operational issues requiring administrative judgment.
• Coordinate executive schedules while balancing competing district priorities.
• Serve as the operational manager for executive office activities.

• Lead implementation of departmental strategic initiatives.
• Coordinate district wide Student Services projects involving multiple departments.
• Develop project timelines, milestones, and implementation plans.
• Monitor progress and provide executive status reports.

• Oversee departmental compliance calendars and reporting requirements.
• Coordinate preparation for audits, state monitoring, legal reviews, and compliance activities.
• Maintain official departmental records.
• Ensure adherence to federal, state, and district regulations.

• Assist with the development and administration of departmental budgets.
• Monitor expenditures and purchasing activities.
• Coordinate contracts, grants, purchasing, and vendor relationships.
• Prepare financial reports and budget analyses.

• Prepare executive correspondence, Board reports, presentations, and policy documents.
• Coordinate executive communications with district leadership.
• Represent the Executive Director in administrative matters when appropriate.
• Prepare executive briefing materials.

• Analyze operational data to identify trends and organizational needs.
• Develop executive dashboards and performance indicators.
• Prepare recommendations based upon data analysis.
• Support continuous improvement initiatives through data-informed decision-making.

Stakeholder Relations

• Serve as executive liaison with school leaders, families, government agencies, legal counsel, and community organizations.
• Coordinate high-level meetings.
• Build collaborative relationships supporting departmental priorities.

Knowledge, Skills & Abilities:

• Knowledge/awareness of one's own cultural identity and a commitment to fostering cultural competence and equitable treatment of staff, students, and community members.
• Ability to support and promote the goals outlined in the Focus Forward and Beyond strategic plan.
• Knowledge of school district operational systems, including transportation services, food service coordination, athletics logistics, and facilities-related services.
• Knowledge of public school financial procedures, including budget monitoring, expenditure tracking, and budget transfer processes.
• Ability to analyze operational and financial data to support responsible resource management and operational decision-making.
• Ability to interpret contracts, service agreements, and regulatory requirements related to district operations and vendor services.
• Strong organizational, analytical, and problem-solving skills with the ability to manage multiple priorities and deadlines.
• Ability to build effective working relationships with district staff, school administrators, vendors, contractors, and community partners.
• Strong verbal and written communication skills with attention to detail and accuracy in maintaining operational and financial records.
• High degree of integrity in handling confidential operational and financial information.
• Proficiency with Microsoft Office, Google Suite, and project management tools (e.g., Excel, Word, Outlook, PowerPoint).

Required Qualifications

• Bachelor's Degree in Business Administration, Public Administration, Organizational Leadership, Educational Administration, Communications, Office Administration, or related field.
• Three to five years of progressively responsible experience in executive administration, office management,…