Assistant Head of Business Operations

Assistant Head of Business Operations | Job Description and Posting

Job Posting Date: September 20, 2024

Application Closing Date: October 1, 2024 or until position is filled

Hours: Full-Time, 12 month, Onsite

Start Date: October 1, 2024

Contract End Date:  July 31, 2025

Overview

The Charlotte Lab School Assistant Head of Business Operations will lead our work to ensure smooth systems and operations related to talent, human resources, budget/finance, and compliance. The Assistant Head of Business Operations will report to the Executive Director and will work very closely with other members of Lab’s Leadership Team. Additionally, the Assistant Head of Business Operations is a key member of the Board of Directors’ Finance + Operations Committee, and serves as a liaison between staff and the Committee.

Responsibilities

The Charlotte Lab School Assistant Head of Business Operations will have responsibilities in support of Charlotte Lab Schools’ organizational vision to define what’s possible in public education and in service to its mission to prepare all students for success and wellness in college and a global workplace. The Assistant Head of Business Operations ensures that the back-office systems and structures are in place in support of compliance, quality, and the organization’s ability to focus on delivering on its mission. Specific responsibilities include:

FINANCE

• Take functional responsibility for all accounting operations, including accounts payable, accounts receivable, payroll, and grants administration;
• Oversee the accounting and reporting processes to ensure accuracy of data and timely monthly and year-end reporting;
• Project manage and support the annual budgeting process and development of long-range forecasts;
• Support the analysis of financial data and present financial reports in an accurate and timely manner, help clearly communicate monthly and annual financial statements; assist with monitoring progress and changes and keep Executive Director, Senior Leadership, and the Board abreast of the school’s financial status;
• Liaise with external vendors to ensure timely and accurate processing of payroll, budget planning, projections, and reporting;

COMPLIANCE

• Track, monitor, and oversee requirements related to compliance with NC charter school law, federal laws and regulations, NC’s charter school Performance Framework, federal nutrition program, and state and federal grants;
• Oversee the implementation, management and reporting related to the federal nutrition program;
• Communicate with and manage external insurance providers to ensure appropriate coverage, reporting, and 

PEOPLE OPERATIONS

• Develop and oversee implementation of a comprehensive talent management strategy for Charlotte Lab (in partnership with leadership team members)
• Manage the performance evaluation process for staff at all levels to include a 360-process with a focus on transparency and equity, including working with relevant leadership team members to develop and refine job descriptions, goals, and performance metrics
• Develop systems/tools that gather data on employment satisfaction with a focus on transparency and equity 
• Develop and drive organizational retention strategies and individual annual plans/ goals informed by performance evaluation and employee satisfaction data  
• Design Charlotte Lab’s outreach/hiring/recruitment strategies and processes to ensure they attract diverse, high-quality candidates, including:
  • Working with leadership team members to identify annual hiring needs, define roles and responsibilities, and craft and post job descriptions
  • Working with colleagues and Lab’s Board of Directors to refine branding and marketing strategy
  • Fostering a culture of networking and cultivation among Heads of School and managers by providing guidance around cultivating external talent
  • Establishing and cultivating relationships with strategic community partners and representing Lab at key networking and/or recruiting events
• Manage and coordinate internal hiring processes;
• Manage development and implementation of onboarding plans for new staff and substitutes;
• Design compensation and benefits (including EPP) practices and policies that attract and retain high-quality staff;
• Manage the contract renewal /non-renewal policies and procedures;
• Develop systems/tools to gather attrition/turnover data to inform recruitment and retention strategies; 
• Liaise with external vendors to ensure smooth and efficient implementation of systems related to talent, human resources, and employee relations;
• Engage with and escalate to legal counsel when appropriate.

General responsibilities of all Lab faculty and staff members:

• Attend and participate in team meetings and communicate regularly through systems designed for your team;
• Participate actively in Lab’s community activities, in support of Lab’s instructional, community-building, fundraising, and family recruitment efforts;
• Participate actively in ongoing professional development;
• Assist in the maintenance of a clean, orderly, and safe school environment;
• Take on other responsibilities as needed, and as assigned, to ensure student and organizational success.

Qualifications

• Has a minimum of three years of relevant human resources experience; minimum of five years in relevant financial and operational management and leadership experience; some experience in education is preferred; 
• A minimum of a Bachelor’s degree, with a graduate degree preferred;
• Demonstrated track record of exemplary performance in a team-based environment with multiple stakeholders;
• Focus on results: able to clearly sell and articulate a vision, set high goals, outline and detail a project plan and execute against it;
• Ability to provide and accept feedback, and to work effectively with diverse groups of people;
• Ability to manage ambiguity and multiple priorities inherent in an entrepreneurial environment;
• Experience managing a team and ability to navigate complex employee relations matters;
• Be detail oriented, balanced with the ability to see the “big picture”;
• Demonstrated subject matter expertise in HR, finance, and compliance;
• Outstanding written and oral communication skills, including the ability to communicate in a persuasive capacity when speaking internally and externally;
• Possess strong skills with Microsoft Excel and Google Sheets, and comfort with Google Apps;
• Demonstrate experience in, or passion for, working with diverse populations;
• Willingness and ability to adapt to ever-changing needs of a growing organization;
• Additionally, all applicants will be evaluated based on Charlotte Lab School’s Faculty Competencies.

Compensation and Benefits

Charlotte Lab School offers competitive compensation commensurate with experience and education level using our compensation rubric. All salaries are determined pending verification of experience by our Finance/HR divisions and Board of Directors budget approval. This role falls under pay grade 6. Please note the following regarding use of the rubric:

• Assistant, instructional, dean and counselor salaries (Grades 1-4) are determined based on 1 year credit for 1 year of teaching and/or other relevant experience. Increased pay for advanced degrees (which may include specialized leadership programs or certifications) is indicated above and paid on the basis on completion of qualifying programs.
• Leadership salaries (Grades 5 and above) are determined based on 1 year credit for 1 year of leadership experience, and .5 year credit for each year of teaching experience. Advanced degrees are assumed, so not considered in this scale. 

The position also includes medical insurance for the employee, with voluntary dental and vision plans, and spouse/family coverage. Lab also provides access to a Flexible Spending Account for health and childcare expenses and an opportunity to contribute to a 403b retirement plan. Lab provides employees with 12 PTO days each year. Full time Charlotte Lab School faculty members also receive priority in the student admissions process.

Application Process

Please visit our Careers Page to learn more about working at Lab and our Job Board to complete an application. You will be asked to include your resume and a detailed cover letter demonstrating your interest in working for Charlotte Lab School.

Charlotte Lab School is strongly committed to hiring a diverse and multicultural staff and we encourage applications from traditionally underrepresented backgrounds. Charlotte Lab School does not discriminate on the basis of race, color, gender, handicap, age, religion, sexual orientation, national, ethnic origin, or any other reason prohibited by state or federal law.

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