Job Description

The Regional Operations and Project Manager supports the day-to-day operations of the region by coordinating events, travel, meetings, staff support, board management, compliance, budgeting, purchasing, and special projects. This role ensures regional activities run smoothly by managing logistics, communications, onboarding, technology support, vendor relationships, and financial processes while supporting executive leadership and regional teams. The position also helps maintain organizational compliance, oversees operational systems and office management, and leads projects that support staff, schools, and overall regional success.

Duties and Responsibilities

Event Planning, Coordination and Management

• Support regional staff with travel logistics
• Approve all Egencia trips for regional teammates
• Manage any large regionally mandated travel (Heartbeat Summit, etc.)
• Manage logistics for regional events such as but not limited to regional PDs, Leadership Summits, New Staff Orientation, retreats and TEAMspys
• Ensure that regional events are executed according to project plan and milestones are hit
• Manage all regional teammate office needs so that there is not interference with school operations
• Manage school and regional calendar and communications
• Plan logistics for various meetings (internal and external) and special events
• Supports CMO and regional departments in defining and implementing regional-level work streams in the areas of technology, compliance, and finance.

Staff Support

• Manage staff onboarding, including tech, for regional teammates
• Assist all Tier 1 tech support for regional teammates
• Coordinate and execute regional staff appreciation
• Coordinate any regional professional development support
• Support team in survey completion and correct HR assignments
• Lead and manage various regional communication streams
• Support tools and templates for staff meetings
• Support scheduling, meeting prep and logistical needs for meetings on behalf of the ED, MDO and MDoS

Board Management

• Schedule all KIPP Miami and KIPP South Florida board meetings and committee meeting to ensure compliance with state and local laws; post meetings on website as necessary
• Ensure quorum for board meetings by following and up confirming attendance from board members
• Lead efforts to prepare agenda items for board meetings and ensure presenters are assigned tasks and prepared to present; run board prep meetings
• Assemble all board books and ensure resolutions are accurate and vetted by MDO and KTAF key stakeholders
• Manage board meeting minutes and resolutions and file in google drive
• Manage all logistics for all board meetings

Compliance

• Coordinate and manage volunteer clearance and projects in partnership with school operations team
• Ensure compliance on school website
• Update and maintain internal staff resource pages
• Edit and update as necessary, regional policy documents

Purchasing/ Budgeting and Finance

• Coordinate and complete purchases for the region
• Ensure regional office is fully stock with necessary supplies, manage inventory and make purchases as needed
• Manage all receiving of goods and services in COUPA
• Manage purchasing of regional contracts, software, leases and contracted vendors
• Manage regional budget for supplies
• Manage credit card expenses and complete monthly credit card reconciliations on time
• Complete emergency fund purchases
• Manage tracking of emergency funding requests and expenses
• Manage budget for identified regional budge lines
• Ensure timely payment for leases and contracted vendor
• Help to organize and manage communication for monthly regional budget meetings
• Help to manage and organize the budget setting process with all key stakeholders annually
• Manage all regional stipends pay outs and/ or any other salary adjustments and support all payroll and HR functional areas
• Support MDO and finance team with annual resource allocation and budgeting process

Misc./ Special Projects

• Own and manage other projects as requested by the MDO or ED, this includes:
  • Prepare detailed project plans
  • Assign tasks to project team as necessary and hold teammates accountable to hitting milestones
  • Seek stakeholder input as necessary
  • Communicate project updates and progress to goals/milestones on a regular basis
• Lead planning for special academic/ school plans including but not limited to calendar, PD schedules and summer PD planning
• Help to support initiatives from community partner organizations
• Create an environment and interact with staff and families in a way that is aligned with our school culture priorities
• Maintain regional office aesthetics
• As job descriptions cannot be exhaustive, the position holder may be required to undertake other duties that are broadly in line with the above essential duties and responsibilities.

Qualifications

Required Education and Experience

• Bachelor’s degree
• Previous experience in a customer service-oriented role
• Previous experience in budgeting or purchasing on behalf of an organization
• Previous experience in an educational or non-profit setting
• Previous experience in operations or project planning/project management
• Proficiency in Spanish and/or Creole

Essential Skills and Abilities

• Proficient in Microsoft Office, specifically Excel
• Proficient in project planning skills
• Database management and reporting
• Strong written and oral communication skills
• Strong interpersonal skills
• Strong organization skills and meticulous attention to detail
• Superb customer service skills, and love and support for families and children
• Commitment to do whatever it takes to ensure our teachers and students have what they need to be successful
• Ability to work with a team on collaborative projects
• Ability to remain calm and solutions-oriented in high-stress situations.
• Ability to proactively problem solve; anticipate challenges before they occur
• Ability to identify inefficiencies and generate creative solutions
• Ability to manage multiple projects simultaneously and comfortably with ambiguity
• Ability to troubleshoot and manage high-stress situations with a calm and positive demeanor

Additional Information

KIPP Miami offers competitive salaries to newly hired staff members. Salaries are set based on experience, the salary range for this role is $60,000-$80,000.

KIPP Miami offers a full comprehensive benefits plan, including health care, competitive 403(B) plan, and a school laptop.

Our organization is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, sex, gender, age, religion, national origin, citizen status, marital status, physical or mental disability, military or veteran status, sexual orientation, gender identity, or any other characteristic protected by applicable law. Our organization will make a reasonable accommodation to known physical or mental limitations of a qualified applicant or employee with a disability unless the accommodation would impose an undue hardship on the operation of the organization. No questions on this application are asked for any unlawful purpose.

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