Operations Manager

DA VINCI SCHOOLS OPERATIONS MANAGER

Under the direction of the Chief Administrative Officer (CAO), the Operations Manager leads the planning, coordination, and execution of all facility operations, events, rentals, and work‑order activity across the Da Vinci Schools multi‑campus charter network. The Operations Manager serves as the primary administrator of the Facilitron Scheduling & Reservations (S&R) and WORKS platforms, owning the end‑to‑end lifecycle of internal programs, external rentals, graduation and promotion ceremonies, athletic events, and large‑scale community events.

This position serves as the central operational liaison between site administrators, the WUSD District Office, external renters, vendors, municipal partners, and Home Office departments (Facilities, Safety, IT, and Maintenance/Custodial), ensuring equitable access to shared spaces, compliance with district and municipal requirements, and seamless event delivery.

• Administer all internal and external facility reservations across the Da Vinci Schools multi‑campus charter network using Facilitron S&R, applying equitable practices based on program priority, past usage, space availability, school‑specific needs, and calendar impact.
• Provide scheduling support across all Da Vinci Schools, departments, and programs, as well as affiliated partner schools and district programs, in accordance with established agreements.
• Monitor and resolve space conflicts, ensuring shared‑use areas such as gymnasiums, theaters, performance spaces, and classrooms are properly prioritized and utilized across multiple departments.
• Coordinate recurring academic reservations each semester and provide conflict updates and alternative location options to teachers and instructors to support academic continuity.
• Support ongoing expansion of the scheduling platform to bring additional indoor and outdoor facilities online.
• Meet regularly with site administrators to understand campus‑specific goals, initiatives, and programming priorities, aligning space usage to meet those needs equitably.

• Oversee Facilitron WORKS orders, coordinating custodial, HVAC, AV, and security support for internal and external events.
• Work directly with Facilitron engineers to identify and implement improvements to the WORKS order system, ensuring seamless coordination between Facilities and IT teams to meet event needs.
• Maintain up‑to‑date training guides and submission protocols, including work order submission protocols, to improve system‑wide efficiency and minimize scheduling errors.
• Develop and maintain training documentation, guides, and protocols for both Facilitron S&R and WORKS.

• Lead the planning, coordination, and execution of high‑capacity external events, including multi‑day regional athletic competitions, youth leadership conferences, robotics competitions, and partner‑hosted community or corporate events.
• Coordinate frequent, high‑volume recurring events such as athletic practices and league play, academic seminars, and community dialogue programs.
• Lead operations for major internal programs, including community engagement events, school‑wide learning days, award ceremonies, student dances, and student showcases, working in close collaboration with site leadership to align schedules, logistics, and staffing support.
• Coordinate graduation and promotion ceremonies across all Da Vinci campuses in collaboration with partner school districts, ensuring seamless alignment of shared space usage, vendor setup (staging, sound, security, seating), staff assignments, signage, and guest flow.
• Coordinate overflow parking logistics with neighboring businesses, on‑site security, and directional signage to support large‑scale events and minimize community impact.
• Secure city requirements such as encroachment permits and ensure compliance with public safety protocols for all major events.

• Serve as the primary liaison for both external renters and internal stakeholders, preparing detailed cost…