Operations Responsibilities Bank

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2	Charter School Operations Responsibilities Bank
3	Responsibility	Description

4	Finance and Budget
5	Create Yearly Budget	Create a line-by-line budget that determines staffing and expenditures for the upcoming school year
6	Budget Monitoring	Monitor year-to-date budget reports to ensure that we are on track for our spending, or make recommendations to get back on track.
7	Audit	Provide all documentation as required for yearly audits
8	Financial Compliance and Reporting	Generate reports or other compliance requests as needed by local, state, and federal agencies, or grantmakers
9	Recruitment, Enrollment, and Registration
10	Create Student Recruitment Plan	Build a strategic plan for recruitment, detailing monthly goals and activities
11	Ads and Digital Recruitment	Own creation and purchasing of student recruitment advertising
12	Flyers and Mailings	Own creation and purchasing of physical recruitment materials and mailings
13	Recruitment Events	Own planning and execution of student recruitment events
14	Pipeline Tracking	Track and report on the recruitment, enrollment, and registration pipeline
15	Registration Process	Own moving families through the process of submitting all required registration forms
16	Staff Recruitment
17	Identify Recruiting Needs for Upcoming Year	Identify anticipated staff vacancies, and needs for new staff aligned to the upcoming year's budget and master schedule
18	Sourcing and Recruiting	Post and advertise roles, and reach out to target candidates
19	Create Pipeline Flowchart	Create a clear plan for managing and communicating with candidates at each stage of interview process
20	Interview logistics	Managing schedulign and logistics for both onsite and Zoom interviews
21	Offer Letters	Generate offer letters for candidates
22	Facilities
23	New Facility Search	Manage search and financing for a new facility when necessary
24	Maintenance and Construction	Manage contractors conducting ongoing maintenance as well as construction or renovation projects
25	Janitorial	Manage janitorial employees or contractors towards excellence performance and a clean school, and RFP documentation for vendor if necessary
26	Security	Manage building security systems
27	Co-location	When necessary, manage relationship with any co-located schools, and sharing of shared spaces
28	Nutrition
29	Vendor/Employee Management	Manage relationship with employees or vendor providing food service. Manage RFP documentation for vendor if necessary
30	NSLP Reporting	Manage paperwork and documentation to keep school eligible for NSLP reimbursements
31	Special Events	Manage nutrition and food plan for special events such as field trips, after-school events, or in-school celebrations
32	Procurement and Inventory
33	Purchasing	Manage process for purchasing new good sand services, including price comparisons, POs, and documentation where necessary
34	Payments	Manage incoming invoices and accounts payable, ensuring all outgoing payments are reviewed for legitimacy, and documentation for each payment is maintained
35	RFPs	Ensure RFPs are issed for all purchases that require one, and maintain relevant documentation
36	Asset Inventory	Maintain an asset inventory of all purchased assets in line with state law and/or grant stipulations
37	Policies and Procedures	Provide input on policies and then enforce policies around who is able to make purchases, and the process through which they do so
38	Receipts	Maintain and organize receipts for all purchases
39	Student Information
40	SIS Contract	Choose a Student Information System (SIS) and manage negotations with SIS vendor
41	SIS SOPs	Create Standard Operating Procedures or curate existing guides for all critical processes (New student entry, exiting students, promotions, retentions, etc.)
42	Correct Errors	Regularly run error reporting and manage correcting any existing errors in the data
43	Reporting	Generate reports necessary for internal use as well as compliance with state/federal/local or grant requirements
44	Events
45	Event Planning	Backwards plan all steps necessary to execute successful events, and manage other event team members towards success
46	Event Communication	Manage communications plans for all relevant event stakeholders
47	Event Execution	Ensure that all events are executed with operational excellence
48	Communications
49	Family Communications	Manage regular family communications by email, text, mail, send-home packets, website updates, etc.
50	School Phone	Manage call tree for school phone number, and information flow to and from whoever is answering the main school number
51	Transportation
52	Vendor/Employee Management	Manage relationship with employees or vendor providing transportation. Manage RFP documentation for vendor if necessary
53	Reporting and Compliance	Maintain and store all documentation as necessary for transportation reporting
54	Human Logistics
55	Arrival and Dismissal	Manage logistical plans for arrival and dismissal, as well as SOPs for late arrivals and early dismissals
56	Transitions and Lunch	Manage logistical plans for between-class transitions, as well as transitions to and from lunch
57	Special Logistics	Manage logistical plans for days with special schedules, field trips, or anything else that causes deviations from standard school logistics
58	Human Resources
59	Onboarding	New staff onboarding and maintenance of new hire documentation
60	HR Concerns	Manage school-based HR concerns, and correspond with an HR consultant or CMO office to escalate/resolve conflicts as needed
61	Technology
62	Tech Purchasing	Manage purchases of all technology items
63	Internet Infrastructure and Security	Manage a vendor/employee, or manage themselves the installation of hardware to provide WiFi and keep browsing secure
64	Device Management and Maintenance	Manage a vendor/employee or manage themselves the ongoing maintenance of student and staff technology items
65	Emails and Accounts	Manage a vendor/employee, or themselves serve as "Super Admin" for email, storage, and other critical cloud infrastructure. Create new accounts, and troubleshoot issues.
66	Printers and Copiers	Manage a vendor/employee or manage themselves the purchasing and ongoing maintenance of all building printers and copiers
67	Attendance
68	Attendance Systems and SOPs	Manage daily logistics of collecting and monitoring attendance, as well as entering attendance into SIS systems
69	Truancy Escalations	Manage family communications and legally mandated steps related to unexcused absences and truancy
70	Compliance and Reporting	Manage generating reports and compliance as necessary for federal/state/local or grant requirements
71	Scheduling
72	Schedule Vision	Contribute to vision for master school schedule, in line with staffing and budget needs
73	Schedule Drafting	Create drafts of student/staff schedules for review by other members of a scheduling work group
74	Special Schedules	Create special schedules as necessary for occurences such as 2-hour delays, planned early dismissals, testing days, or days with excessive missing staff
75	Substitutes and Coverage
76	Daily Class Coverage	Own ensuring that all classes are appropriately covered in the case of planned or emergency staff absences
77	Substitute Selection, Hiring, and Management	Own recruiting, selecting, hiring and managing the shedules of substitutes
78	Emergency Plans	Hold staff members accountable for leaving appropriate emergency plans for substitutes when necessary
79	Coverage Communication	Ensure that absences and related coverage are communicated to everybody impacted
80	Standardized Testing
81	Scheduling and Logistics	Own creating and communicating special schedules and logistics related to standardized testing
82	Testing Technology	Ensure that all technology used for testing has all programs necessary for testing, and can be placed in a "testing mode"
83	Testing Compliance and Reporting	Ensure all testing is completed in alignment with relevant federal/state/local laws, and all necessary documentation is maintained to demonstrate compliance
84	Fundraising and Grants
85	Fundraising Budget and Strategy	Contribute to setting a realistic fundraising goal reflected in the budget, and creating a plan to meet that goal
86	Donor Communications	Manage communications to prospective and existing donors, including donor outreach, thank you letters, etc.
87	Fundraising Events	Plan and execute fundraising events
88	Grant Applications	Manage contractor/employee or yourself to keep a grant calendar, and submit grant applications for target grants
89	Grant Compliance	Keep track of grant requirements, and ensure that documentation related to grant compliance is collected, stored, maintained, and reported
90	Student Health
91	Nursing	Manage a full or part time nurse, or a nursing vendor to address student health needs that require a certified nurse
92	Health Procedures	Create standard operating procedures that all staff must follow for managing student health incidents and - if necessary - procedures for when the nurse is not onsite
93	Student Safety
94	Emergency Drills	Own the planning, execution, and documentation of required emergency drills
95	Actual Emergencies	When actual emergencies arise, ensure that the school immediately moves into action to follow drill protocols, and adjust to conditions on the ground to safeguard student safety
96	Facility-Related Safety	Respond to immediately address facility issues that present a safety concern, or restrict access to areas of the facility where safety issues that cannot be immediately addressed are present
97	Procedure-Related Safety	Ensure that school procedures are set up to reliably keep track of all students throughout the day
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