Director Of Operations Office Of The Coo

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Director Of Operations, Office Of The Coo
The candidate responsible for the development and effective implementation of policies and procedures related to the operations of the Division of the Chief Operating Officer. Operations within the Division of the COO will include multiple areas, including the following: budget, personnel, procurement/contract, human resources related issues, information systems, and inter/intra-office affairs. The Director of Operations is also responsible for implementing major projects that have significant citywide impact on the educational goals of the DOE school system. These projects are sensitive and complex in nature, requiring a high level of analytical skills in technical areas such as educational policy-making, budget and fiscal guidelines, and operational decision-making in divergent areas. In this role, the Director of Operations oversees major cross-functional initiatives within the DOE and supports the Managing Director of Policy Operations in strategic operation initiatives in the Office of the COO. Performs related work. Reports to: Managing Director of Policy Operations. Direct Reports: Manager of Policy and Operations. Key Relationships: Chief Operating Officer/Chief of Staff, Deputy Chief of Staff, Office of the Chief of Staff, Managing Director of Policy Operations, Office of the Chief Operating Officer, program office heads, and senior leaders across DOE divisions. Establishes internal policy and procedure to ensure compliance with Agency, City, State, and Federal regulations. Determines “big-picture” implementation strategies and corresponding operating strategies; establishes clear workflow and escalation processes. Designs and implements processes to support the Division’s pace, growth and obligations. Develops and improves internal systems for planning appropriate investments in human capital, finance, and general operations. Responsible for policy development for the Division of the COO. Develops and oversees project timelines, milestones and deliverables with both internal and external stakeholders for high-priority special projects. Reviews and responds to reports submitted by offices within the Division of the COO. Provides high-level operational and policy oversight for the COO in conjunction with the Chancellor’s Office. Supports the administration and business activities of the division, including budgeting, accounting, contracting, information systems development, records management, collection and analysis of fiscal data, cost-effectiveness studies, and other related administrative matters. Oversees implementation of budget and purchasing procedures in FAMIS/FAMIS PORTAL, GALAXY/MY GALAXY and other financial systems. Supports the oversight of the administration of payroll systems, P-cards, TRAC requests, and Imprest funds through coordination with the budget analysts from the various offices. Evaluates budget management and payroll procedures; provides recommendations for improvements, as necessary. 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 appropriate use of funds as well as compliance with all funding source mandates, including state and federal statutes and regulations. Works with the Chief Operating Officer to forecast expenditures and budgets for current and future years. Oversees and coordinates high-priority projects, leading both internal and external stakeholders. Leads projects to ensure cross-functional alignment and to support strategic initiatives of the Chief Operating Officer and Office of the Chancellor. Streamlines cross-functional roles and responsibilities throughout the department and ensures that staff are efficiently using time and resources. Manages a variety of special projects that require immediate decisions with a high degree of research and analysis; evaluates results and presents recommendations to senior staff to be used as a basis for policy decisions. Leads strategy, budget and implementation for Summer in the City, coordinating within the Office of the COO to execute operations and programming. Serves as a point of contact for the division on strategic projects outlined by the Chief Operating Officer. 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 for direct reports. Manages staffing, ensuring that all offices are within the headcount cap and providing recommendations to the Chief Operating Officer on the prioritization of vacancies if headcount is near the cap. Assists offices in creating and leveling job descriptions, gaining approval from DBOR and Exceptions committee to fill vacancies, and coordinating the onboarding of staff. Maintains updated organization charts. Manages the allocation of seats across offices and oversees any division-wide re-seating of staff. Oversees the development of an annual performance management system for DPP. Liaises with Labor Relations to address union-related questions or issues. Collaborates with divisions to facilitate benchmarking processes in human resources, budget, grant management, contracts and purchasing, and other operational areas to develop and implement standardized policies and protocols across the division. Identifies best practices and streamlines internal systems to optimize operational efficiencies across divisions within the Department. Ensures the implementation of effective systems to track scaling progress and regularly evaluates programs/initiatives across the Department. Works on behalf of the Managing Director of Policy Operations to develop and implement policies, practices, and procedures in support of the mission of the school system, as well as the Department’s stated goals and objectives to promote equity and excellence for Finance, Instructional and Informational Technology, Contracts and Purchasing, and Human Capital. Develops materials for meetings and presentations.

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