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Instructional Operations Manager

Department: Curriculum and Instruction
Role Type: Full Time
Reports To: Director of Academic Instruction and Curriculum
Start Date: Immediate
Salary Range: $49085-$60000

APPLY NOW: Call (205) 573-0777 and reference this role.

Our Belief in the Importance of Teachers

At Legacy Prep, you will have the support to grow, the freedom to innovate, and you will never stop learning. You will be part of a community of game-changing educators who are creating new generational legacies for historically underserved youth in Birmingham, Alabama. We believe teachers are the soul of a school. We believe they should be treated as the professionals that they are. Teachers have the hardest and most rewarding jobs in the world and we believe in the power teachers hold to give students the opportunities to shine.

Position Overview

The Instructional Operations Manager (IOM) is responsible for organizing, directing and coordinating instructional operations so that instructional time is maximized and the instructional team can maintain a concentrated focus on teaching student achievement.

The Instructional Operations Manager also provides executive administrative support to the Director of Academic Instruction and Curriculum so they can focus on instructional priorities. This is specialized and responsible work involving the consistent exercise of discretion, independent judgment and a high level of confidential capacity.

The Instructional Operations Manager is a critical thinker and innovative problem solver with a high level of emotional intelligence to ensure that the Department of Academic Instruction and Curriculum is managed with operational excellence.

Primary Roles and Responsibilities include but are not limited to:

Administrative Support
  • Provide confidential administrative assistance to the Director of Academic Instruction and Curriculum, including but not limited to composing written communications, researching issues or collecting data, responding to phone calls and emails, maintaining schedules, and making logistical arrangements for meetings
  • Coordinate and compose communication between the Director of Academic Instruction and Curriculum and school staff, students, educational institutions, vendors, other outside organizations and the public; obtain and provide information, coordinate activities and resolve problems
  • Compose and edit a wide variety of materials such as correspondence, reports, forms, applications and other documents
  • Assist in compilation of information, updates regarding progress towards instructional goals, report preparation and maintenance, and various related reports
  • Maintain control records on incoming correspondence and action documents and follow up on work in process to ensure timely reply or action
  • Type correspondence, reports, and other materials on general or technical subjects
  • Prepare and maintain a variety of records and files including information of a confidential nature; maintain confidentiality of information and records
Communication
  • Provide and maintain communication, both formal and informal, among department staff and from the department to others within the organization and the community
  • Publishes or disseminates daily bulletins or information communications for teachers and the principal as assigned
  • Schedule meetings for the Department of Teaching and Learning; oversee and coordinate the preparation of agendas and materials for such meetings
  • Compose effective correspondence independently; reference policies, rules and regulations in preparing correspondence; review and edit material prepared by others
  • Respond to and resolve routine internal and external inquiries with parents and employees regarding instructional operations
  • Communicate respectfully and thoughtfully with parent/guardians remaining sensitive to different families’ cultures, values and needs
Recruitment, Retention and Certification
  • Lead orientation for new hires within the Department of Teaching and Learning.
  • Coordinate the planning and implementation of recruitment/retention initiatives.
  • Retain and record data affiliated with recruitment/retention
  • Coordinate college recruitment initiatives and teams, developing relationships with all parties to aid in recruiting
  • Identify, based upon Recruitment Plan strategies, colleges and universities to attend during on-campus recruitment fairs. Research and recommend new sources for active and passive candidate recruiting
  • Assist teachers with acquiring and submitting the necessary documents to obtain or renew certification.
Reporting and Compliance
  • Prepare and maintain a variety of records. Research, review, check and compile a variety of information; collect and verify data for accuracy, completeness and compliance with established procedures; and prepare reports as required; file records as required
  • Reviews data collected for consistency and accuracy in compliance with grant requirements and/or state and federal law
  • Work with school staff and families to support collecting required documents and data for all special education programs
Daily Operations Related to Teaching and Learning
  • Lend support to the Instructional Leadership Team as needed and provide assistance to the organization as required to ensure quality instruction for all learners in a caring and safe environment
  • Ensure staff members understand the procedures and have the resources to operate effectively
  • Plan, coordinate and make arrangements for staff development activities
  • Interpret and communicate information regarding staff development
  • Make arrangements for meetings within the Department of Teaching and Learning including space, time, and place; inform participants of topics to be discussed and provide background information if necessary
  • Maintains records of programs which are the responsibility of the Staff Development Department as well as inservice points earned by personnel
  • Develop and implement school-wide instructional systems and procedures that ensure operational excellence within the school. Systems include but are not limited to: Distribution of curriculum and instructional materials, administering benchmark assessments (MAP, STEP, iReady), process for requesting instructional facing supplies and materials, compliance and data tracking and family communication systems regarding instruction
Project Management
  • Assist the Instructional Leadership Team in the planning, coordination and daily operations of summer learning days for staff including but not limited to New Teacher Orientation, Summer Inservice Institute, and others
  • Assist the Director of Academic Instruction and Curriculum and other responsible staff in the planning and coordination of the after-school tutoring program
  • Assist the Director of Academic Instruction and Curriculum and other responsible staff in the planning and coordination of the summer learning program for students
Curriculum and Instruction
  • Work with vendors in resolving problems which may arise from time to time
  • Solicit quotations from vendors and/or competitively bid contracts to procure instructional goods and services
  • Support the development, management, and maintenance of the procurement lifecycle, including but not limited to: vendor selection, account creation, purchase order management, materials requisitioning and receiving, inventory management, and invoice reconciliation and payment
  • Manage school’s inventory process for instructional facing materials
Assessment and Data Collection
  • Develop testing schedules
  • Develop and implement school wide test administration plans
  • Assist in providing accurate data-driven reports for all stakeholders to include, teachers, school leaders, and district leaders
  • Provide high level support to assist school with the implementation of assessment programs with fidelity
Other
  • Collaborate with other departments and work closely with staff in similar positions, to help coordinate and align procedures
  • Respond promptly to requests from internal and external partners; provide needed information, assistance, materials and resources.
  • Plan, organize and prioritize own work to meet deadlines and accomplish assigned tasks within established timelines, including maintaining accurate records and files
  • Work independently in a variety of situations; work on several major projects simultaneously and follow through on tasks with minimal supervision
  • Analyze problems and evaluate alternate solutions leading to a recommended resolution
  • Hold colleagues accountable for achieving results and publicly acknowledges effective performance
  • Performs other related duties as assigned

Employment Qualifications:

Education
  • Bachelor’s Degree in Business Administration, Public Administration, Education or related field.
Experience
  • Minimum of 2 years of professional experience required, with 4 years preferred;
  • Managerial experience preferred
Skillset
  • Excellent organizational, planning, and implementation skills
  • Excellent written and verbal communication
  • Highly proficient in Microsoft Excel, PowerPoint, and Word
  • High tolerance for ambiguity, changing work priorities and deadlines, and a willingness to take on responsibilities and to prioritize work on multiple projects
  • Ability to communicate and interact effectively with multiple constituencies including parents, staff and students
  • Team-player attitude and strong customer-service orientation
  • A strong commitment to confidentiality and professional communication is one of the most essential elements for the position

Apply for this position

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    Legacy Prep admits students of any race, color, national and ethnic origin to all the rights, privileges, programs, and activities generally accorded or made available to students at the school. It does not discriminate on the basis of race, color, national and ethnic origin in administration of its educational policies, admissions policies, scholarship and loan programs, and athletic and other school-administered programs.

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