Deputy Chief Operating Officer Office Of The Chief Academic Officer

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Deputy Chief Operating Officer, Office of the Chief Academic Officer
The candidate will be responsible for the development, implementation, procurement across the Divisions of Teaching and Learning, Multilingual Learners, and Specialized Instruction and Student Support. Also the point person for interaction with the Division of Budget Operations and Review (DBOR), Division Chiefs of Operations, and the Division of Contract and Procurement regarding all tax levy and reimbursable funding, procurements, and related financial information. This position strategically manages all budget functions, contributing to organizational success by translating organizational strategies/objectives into Human Resources (HR) initiatives. Also oversees operations and funding initiatives, including a rigorous and dynamic budget cycle. The Deputy Chief Operating Officer provides leadership, direction, counsel, and support on a broad range of strategic, managerial, and operational issues. This position handles and manages confidential information related to salary and funding, and advises the Chief Operating Officer (COO), Chief Strategy Officer, and Chief Academic Officer on policy and operational decisions related to funding. Performs related work. Reports to: Chief Operating Officer. Key Relationships: Works closely with the Chief Operating Officer, Chief Academic Officer, Chief Strategy Officer, Division Chiefs of Operations, Senior Leadership across all three of the CAO’s Divisions; and key stakeholders in related divisions, including the Division of Human Capital (DHC), The Fund for Public Schools, and other divisions across the Department of Education (DOE). Provide leadership, direction, counsel, and support in a broad range of strategic, managerial, and operational areas to the Chief Operating Officer. Coordinate communication across Academics to all Chiefs of Operations (COs); represent the COO in high-level internal and external meetings. Lead strategic planning and long-term initiatives that support Academics. Collaborate with the leadership in the Office of the CAO in decision-making regarding “big-picture” implementation strategies and corresponding operating strategies; and in establishing clear work process workflow. Develop and monitor the utilization of related standard operating procedures (SOP); train staff within the Academics office and across the divisions. Ensure coordinated and timely flow of information and communication to key constituencies within Academics and other divisions within the DOE, cultivating an effective and productive customer service oriented environment. Develop and oversee project timelines, milestones, and deliverables with both internal and external stakeholders. Review and respond to timely inquiries and reports, requested by all offices within Academics and across other divisions. In conjunction with the COO, provide high-level operational and policy oversight related to operations and budget. Support the development of new processes for implementing relevant operational and budgetary improvements within all operational functional areas. Ensure that judicious and prudent budget decisions are made regarding spending. Work with the COO and Chiefs of Operations to forecast expenditures and budgets for current and future years. Evaluate budget management and payroll procedures; provide recommendations for improvements, including system improvements, as necessary. Maintains broad oversight of the entire budget portfolio across the Chief Academic Officer’s Office with wide latitude for independent judgment and decision-making. Sets fiscal goals, policy, and provides guidance to the Chiefs of Operations for the Chief Academic Officer’s Office. Provide technical and analytical advice and assistance in identifying and resolving problems within staff operational areas, e.g., allocating resources, interpreting and applying standard operating policies and procedures. Meet with the division’s executive personnel to review projects and timelines and provide status reports to the COO. Serve as a liaison to DOE grant coordinating offices, the Fund for Public Schools, and other external funders. Train central and field-based staff on effective and efficient operational procedures, providing guidance and relevant materials, to ensure that work is carried out in an effective and efficient manner. In partnership with program managers, develop strategic responses to operational challenges and ensure compliance with funding source mandates. Meet regularly with budget, contract, and program managers to review project and grant status. Support the COO with special projects, as needed. Work with team to ensure work is completed efficiently and effectively and meet weekly with the COO to update status. Evaluate the efficacy and efficiency of field offices and provide support wherever needed. Oversee and coordinate high-priority projects on an as-needed basis. Serve as primary liaison with the Division of Contracts and Purchasing and Office of Legal Services to resolve contract issues and questions. Serve as the expert on contracts, purchasing and procurement for the entire division on high-impact and visible contracts, such as Specialized High School Admission Test (SHSAT), Student Survey, Gifted and Talented program, Measures of Student Learning (MoSL), PSAT, etc. Supervise the tracking of contract expenditures and contract expiration dates; ensure the availability of procurement vehicles to support Academic’s programmatic needs. Ensure that all Academics’ contracts follow DOE standard operating procedures and adhere to all legal requirements. Responsible for all contract compliance, implementation, and reporting requirements, including specific requirements for reimbursable or private funding. Prepare responses to requests for contract information from external agencies (e.g., audits) and press inquiries. Lead cross-functional activities of the team and the development and rollout of new processes and efficiencies in operational work.

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