Chief Operating Officer (COO) at Hoboken Charter School

Position Title: Chief Operating Officer (COO)

Reports to: Executive Director (direct) and Board of Trustees (dotted-line)

Supervises: School Business Administrator and all financial, operations and human resources professionals.

Job Summary: The Chief Operating Officer (COO) is responsible for the overall operational management of the school, including finance, facilities, development/advancement, human resources, marketing, technology, and strategic planning. The COO works closely with the Executive Director to ensure that the institution operates effectively, meeting its strategic goals while providing a safe, supportive, and efficient learning environment.

Key Responsibilities:

Operational Leadership:

• Oversee daily operations across multiple departments including finance, facilities, IT, human resources, marketing / communications, and advancement/fundraising.
• Ensure the school's operational systems are running efficiently and that resources are being allocated effectively including, but not limited to, food services and after-school programs.
• Collaborate with the Executive Director and leadership team to support the school's mission and strategic goals.
• Partner with the Executive Director to oversee the school’s charter renewal process and drive charter advocacy programs.
• Oversee the work of the School Business Administrator (SBA) to meet all state and federal reporting requirements, grant completion, and records maintenance.

Development and Fundraising:

• Create a Fundraising Plan by setting clear goals and outlining strategies to engage different donor groups, such as major donors, corporate sponsors, and foundations. Use stories and social media to highlight the organization’s work and engage with donors.
• Build Strong Donor Relationships: Identify high-potential donors and educate them on options for larger or legacy gifts. Develop a process for keeping donors engaged, showing appreciation, and sharing how their donations make an impact. Collaborate with companies for employee giving, sponsorships, and matching gift programs. Share regular updates to show donors how their contributions are helping and encourage monthly giving.
• Grant Writing and Management: Research, write, and submit compelling grant proposals to secure funding from foundations, government agencies, and other sources. Track deadlines, manage grant reporting requirements, and maintain relationships with funders to ensure compliance and maximize renewal opportunities.
• Use Data and Technology: Implement a donor management system/CRM for tracking donations and preferences. Use data to refine outreach and improve online donation processes.

Financial Management:

• Manage the school’s budget, working with the finance team to ensure fiscal responsibility and alignment with strategic priorities.
• Monitor financial performance, including overseeing accounts payable/receivable, payroll, purchasing, and vendor relationships.
• Develop long-term financial strategies to support school growth and sustainability.
• Establish compliant financial processes, prepare for annual audit, and engage with external auditors to ensure annual compliance with state and federal requirements.

Facilities Management:

• Oversee the maintenance and improvement of school buildings, grounds, and facilities, ensuring compliance with health, safety, and security regulations.
• Lead capital projects, including renovations or expansions, ensuring timely and cost-effective completion.
• Partner closely with the landlord to establish and execute long-term facilities and financing plans.

Human Resources:

• Lead human resources operations including recruitment of operations staff and contractors, employee benefits, payroll, and compliance with labor laws.
• Foster a positive organizational culture, addressing employee relations issues and ensuring staff are aligned with the school’s values and mission.

Technology and Data Management:

• Oversee the development and implementation of the school’s technology strategy, ensuring IT infrastructure supports both administrative and instructional needs.
• Ensure effective use of data management systems for student records, reporting, and communication.
• Oversee the admissions lottery process and all associated reporting.

Strategic Planning and Policy Implementation:

• Support the Executive Director in developing and executing the school’s strategic plan.
• Ensure that policies and procedures are up to date and in compliance with state, federal, and accrediting body regulations.

Risk Management and Compliance:

• Develop and implement risk management strategies to minimize operational risks.
• Ensure compliance with all regulatory requirements including health, safety, insurance, and accreditation standards.
• Provide oversight to all record-keeping and reporting processes.

Vendor and Contract Management:

• Negotiate and manage contracts with service providers and vendors.
• Ensure vendor performance aligns with the school’s operational needs and strategic objectives.

Qualifications:

• Bachelor's degree in Business Administration, Finance, Nonprofit or Education Management, or a related field (MBA or equivalent preferred).
• 7-10 years of experience in operational leadership, preferably within a school, non-profit, or educational institution.
• Strong financial acumen, with experience managing budgets and financial reporting.
• Excellent organizational, problem-solving, and decision-making skills.
• Strong leadership and team management capabilities.
• Knowledge of school operations, including HR, IT, facilities, and compliance.
• Effective communication and interpersonal skills.

Key Competencies:

• Strategic Thinking
• Leadership and Team Management
• Financial Planning and Management
• Operational Efficiency
• Risk Management
• Vendor and Contract Negotiation
• Communication and Collaboration

This role requires a dynamic leader capable of overseeing multiple functions while ensuring that the school’s operational practices align with its mission and long-term goals. Please note that the selected individual will be expected to perform this role in-person.