Chief Operating Officer Chief Academic Officer

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Chief Operating Officer, Chief Academic Officer

Tracking Code
13375
Job Description



This title is in a Civil Service competitive class that is subject to examination. Position is only open to applicants who are permanent as Administrative Education Analyst, or permanent in an equivalent title that is eligible for 6.1.9 to Administrative Education Analyst, or candidates who took the most recent Administrative Education Analyst Civil Service Examination.



Position Summary: The New York City school system is the largest in the country, composed of approximately 1.1 million students and 75,000+ teachers in over 1,800 schools.



The Office of the Chief Academic Officer manages the three Divisions under the CAO: Division of Specialized Instruction and Student Support, the Division of Teaching and Learning, and the Division of English Language Learners. The Chief Academic Officer oversees comprehensive instructional supports, professional development, and curricular resources and materials for all learners, including students with disabilities and English Language Learners.



The Chief Academic Officer coordinates efforts to align the needs of students with available resources to improve student performance and achievement outcomes, working with members of the Chancellor’s leadership team to meet the needs of every student.



The Chief Operating Officer (COO) reports directly to the Chief Academic Officer (CAO) and serves as an integral member of the senior leadership team. The COO will be responsible for enhancing the internal organization processes and infrastructure that will enable the Divisions to grow effectively. The COO will be a key leader in scaling the organization, creating a culture of high performance and ensuring the organization’s long-term sustainability. The COO will have both internal and external facing responsibilities, ranging from project management (product development, framing of key approaches, high-quality service delivery, written products) to administration (information technology, budget) and human capital (HR/recruiting, leadership development, succession planning). The COO will implement efficient and effective systems to increase the productivity of the divisions while developing a solid culture of performance at all levels of the organization. Performs related work.



Reports to: Chief Academic Officer



Direct Reports: N/A



Key Relationships: The COO will work closely with the Chief of Staff (COS) and all members of CAO senior leadership team, and will serve as a liaison with department heads throughout the DOE.



Responsibilities



Policy and Protocol Development



Facilitates benchmarking processes in human resources, budget, grant management, contracts and purchasing, and other operational areas to develop and implement standardized policies and protocols across all divisions within the CAO.
Establishes organizational workforce plans for Divisions that are in alignment with goals, objectives, and metrics.
Develops and implements performance evaluations for the CAO to ensure that staff are monitoring workforce productivity and professional growth.
Provides counsel and technical assistance to the CAO relative to overall operations, including budget, contracting, and personnel practices.



Operations





Directs the administration and business activities of CAO, including budgeting, accounting, contracting, leasing, information systems development, records management, collection and analysis of fiscal data, cost-effectiveness studies, and other related administrative matters.
Manages the allocation of seats across offices and oversees any division-wide re-seating of staff across divisions.
Provides high-level budget modeling and operational oversight for high-priority projects which are overseen directly by the CAO’s office.
Oversees risk management and legal activities, including letters of agreement, contracts, and other legal documents and agreements.
Ensures the ongoing maintenance and updating of CAO’s information systems and infrastructure.
Directs organizational reporting and monitoring, including regular data reporting, in alignment with divisional goals, priorities, and strategic initiatives.
Develops and implements fiscal protocols and oversight for CAO divisions.



Organizational Development





Collaborates with divisional leadership to review offices goals, ensuring that they are aligned with the CAO’s mission and goals.
Develops and implements a comprehensive professional development program for CAO staff to support individuals in building of skill set necessary to successfully perform their job responsibilities.
Ensures the implementation of effective systems to track scaling progress and regularly evaluate programs/initiatives.
Improves all aspects of organizational communications, from internal cross-functional updates to external print and electronic media products.
Identifies best practices and streamlines internal systems to optimize operational efficiencies across offices within CAO divisions.



Strategic Human Resource Management





Establishes staff training and development programs, in alignment with organizational goals and objectives.
Develops and implements successful recruitment, retention, and succession planning processes and protocols to increase workforce effectiveness and efficiency.
Supervises personnel functions and activities, ensuring compliance with applicable rules regulations, laws and special circulars, as well as any other relevant directives and procedures. Ensures that all personnel practices and procedures are in compliance with budgetary constraints and sound fiscal policies.
Approves all timesheets and vacation requests on behalf of the CAO.
Manages staffing patterns, ensuring that all divisions are within the headcount cap and providing recommendations to the CAO on the prioritization of vacancies if headcount is near the cap.
Assists offices in creating and leveling job descriptions, gaining approval from DBOR and the Exceptions committee to fill vacancies; coordinates the on-boarding of staff.
Maintains updated organization charts.



Financial Management and Grant Compliance



Supervises the preparation of reports relative to operating costs, comparative studies on yearly expenditures, and financial analyses, as well as any other related reports required by funding sources, including the state and federal governments, other public institutions, and private organizations.
Provides the CAO with monthly budget updates.
Oversees the administration of payroll systems, P-cards, TRAC requests, and Imprest funds through coordination with budget analysts from the various offices within Finance to manage all accounting records for personal service expenditures.
Evaluates budget management and payroll procedures; provides recommendations for improvements, as necessary.
Conducts desk reviews of office budgets a minimum of three times per year.
Oversees and supervises operational aspects of funded programs, including ensuring the proper execution of financial and related administrative support functions.
Monitors program budgets and expenditures to ensure the appropriate use of funds as well as compliance with all funding source mandates, including state and federal statutes and regulations.
Advises grants office on the development of new grant management processes.
Provides overall financial oversight and monitoring for all offices.
Leads and supports division-wide budgeting process, ensuring that investments are aligned to strategic priorities.
Provides regular financial reports to the CAO and the senior management team.



Contracts and Purchasing





Oversees CAO procurements and procurement processes, including PQS, RFP, RFB, listing applications, and exceptions to bid.
Works with Division of Contracts and Purchasing to develop new procurement processes, such as the pre-solicitation request process, to enable greater responsiveness to CAO divisions and the procurement needs of schools.
Represents the CAO on the Committee on Contracts and contractor default hearings.
Approves RAs and signs contracts on behalf of the CAO. Advises the CAO and COS on any potentially problematic procurements.



Qualification Requirements:



Minimum



A master's degree from an accredited college in economics, finance, accounting, business or public administration, human resources management, management science, operations research, organizational behavior, industrial psychology, statistics, personnel administration, labor relations, psychology, sociology, human resources development, political science, urban studies, or a closely related field, or a Juris Doctor degree from an accredited law school and two years of satisfactory full-time professional experience, for educational program(s) and/or institution(s) in one or a combination of the following: working with the budget of a large public or private concern in budget administration, accounting economic or financial administration, fiscal or economic research; management or methods analysis, operations research, organizational research or program evaluation; educational, personnel or public administration, recruitment, position classification, personnel relations, labor relations, employee benefits, staff development, employment program planning/administration, labor market research, economic planning, fiscal management, or a related area, 18 months of this experience must have been in an executive, managerial, administrative, consultative or supervisory capacity. Supervision must have included supervising staff performing professional work in the areas described above; or
A baccalaureate degree from an accredited college and four years of satisfactory full-time professional experience as described in "1" above, including the 18 months of executive, managerial, administrative, consultative or supervisory experience described in "1" above; or
Education and/or experience equivalent to “1”, or “2” above. Graduate education in areas other than those mentioned above, may be substituted for the professional experience, but not for the 18 months of managerial experience described in “1” above, at the rate of 15 graduate semester credits from an accredited college or university for 6 months up to a maximum of 1 year of professional experience. However, all candidates must possess a baccalaureate degree from an accredited college and 18 months executive, managerial, administrative, consultative or supervisory experience, as described in “1” above.



Preferred



Management experience in education and/or nonprofit administration; working knowledge of public education and policy.
Capacity for developing, managing and leading high performing teams.
Ability to think strategically, anticipate shifting circumstances and implement the appropriate organizational response.
Ability to work well under pressure and meet frequent and changing deadlines, including a high level of organization and attention to detail.
Strong data analysis and presentation skills; able to organize and present facts and figures in a clear, concise, and logical manner, both orally and in writing.
Excellent writing, editing, and communication skills, as well as an established level of comfort when analyzing and presenting data to executive management and external stakeholders.
Flexible, optimistic approach; committed to overcoming obstacles.
Self-starter with an entrepreneurial spirit; exceptional project management skills.
Deep understanding of all DOE systems, including Galaxy, FAMIS, EIS, etc.
Advanced proficiency in Microsoft Excel, PowerPoint, Visio, and Access.
Internal candidates preferred.



Salary: $120,098+

(Internal candidates who are selected for this position and who currently hold comparable or less senior positions within the DOE will not make less than their current salary.)



Please include a resume and cover letter with your application.

Applications will be accepted through October 9, 2018 until 3:00 p.m.

NOTE: The filling of all positions is subject to budget availability and/or grant funding.

AN EQUAL OPPORTUNITY EMPLOYER

It is the policy of the Department of Education of the City of New York to provide educational and employment opportunities without regard to race, color, religion, creed, ethnicity, national origin, alienage, citizenship status, age, marital status, partnership status, disability, sexual orientation, gender (sex), military status, prior record of arrest or conviction (except as permitted by law), predisposing genetic characteristics, or status as a victim of domestic violence, sexual offenses and stalking, and to maintain an environment free of harassment on any of the above-noted grounds, including sexual harassment or retaliation. Inquiries regarding compliance with this equal opportunity policy may be directed to: Office of Equal Opportunity, 65 Court Street, Room 1102, Brooklyn, New York 11201, or visit the OEO website at ****
Job Location
NEW YORK, New York, United States
Position Type
Full-Time/Regular

New Posting
Yes
Readvertisement
No
District
N/A
Job Group
N/A

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