Director of Administrative Services Operations (19-20)

Weslaco, TX, United States
Jun 04, 2019
Position at IDEA Public Schools

At IDEA Public Schools, we believe in college for ALL and we are committed to ensuring that all of our students graduate from college. IDEA Public Schools has grown from a small school to the fastest-growing network of tuition-free Pre-K-12 public charter schools in the United States sending 100% of our students to college. 58% of our students graduate from college in 6 years - that's 8 times the national rate for students in our communities!

IDEA was founded in 2000 as a single school with 150 students in the Rio Grande Valley. When interest exceeded building capacity, to meet the demands, IDEA's co-founders committed to serving more students in the Rio Grande Valley of Texas and beyond. We now serve nearly 45,000 students across Texas and Louisiana. By 2022, IDEA will serve 100,000 students. Be on the lookout for IDEA schools opening near you-with continued growth in our current regions and new launches in Tarrant County (Fort Worth/Arlington), New Orleans, Houston (2020), Permian Basin (2021), and Tampa Bay (2021)!

When you choose to work at IDEA, you are part of our IDEA Team and Family. You will work alongside team members who set and reach ambitious goals every day, are excited to continue to grow with IDEA, and work relentlessly to make college for all a reality.

To learn more about IDEA, check out this video .

Role Mission :

The Director of Administrative Services Operations reports directly to IDEA's Sr. Vice President of Administrative Services and is a strategic member of the administrative services leadership team responsible for leading special initiatives and supporting the achievement of 100% of departmental goals and annual priorities. The Administrative Services Team at IDEA Public Schools works to provide best in class services across HR, PR, Risk Management and Legal/Regulatory compliance while ensuring a safe, risk free great place to work for all.

The Director of Administrative Services Operations plays a vital role in IDEA's mission by ensuring the administrative services team works collaboratively and across teams to ensure continuous improvement and managing the implementation and execution of policies, programs and processes aimed to support achievement of staff retention, compliance and organizational health goals. S/he serves as the main driver of cross-functional understanding and collaboration across administrative services departments and closely tied cross functional teams such as Human Resources Information Systems, HR Operations, and Compensation/Benefits.


1. 100% compliance and audit-ready for all state/federal authorizers and regulatory agencies
  • Support Senior Vice President with implementing annual compliance management program and operating plan
  • Systematize organizational compliance responsibilities and assure reviews are completed on a timely basis and corrective action is resolved in coordination with management as necessary
  • Complete and/or oversee monthly and annual audits and engage with staff according to audit protocols (I.e. I9, fingerprints, criminal background checks, external audit information collection etc.)
  • Liaise with risk management manager and internal audit to ensure risk areas are properly identified and controls are in place to mitigate risk including partnering with regional leadership team to develop solutions to areas of risk
  • Collaborate and train recruiters, selectors, hiring managers and new hires operations team to understand, identify and troubleshoot licensing/certification requirements based on applicable role
  • Responsible for managing immigration and visa cases across organization; including audit of I9 compliance for those employed via work permit or sponsorship methods
  • Manage org wide open records/Freedom of Information Act requests, on time and in compliance based on requests
  • Responsible for annual update to Employee and Student Handbooks for both IDEA Public Schools and IPS Enterprises
  • Serve on response committee for IDEA Hotline; ensures calls are answered and resolved within 24 hours
  • Stay up to date with employment law and state/federal governing regulations

2. 100% of staff complete all required HR Trainings - with 90% completing by deadline
  • Provide leadership and support in the development of Admin team training strategy across all functional areas including HR, PR and Risk Management
  • Lead training content and facilitation design for all Admin Services training courses including both web-based and in person training sessions to:
    • Promote a "grow and develop" mindset within IDEA leaders and support them to be able to: make good employment decisions, develop and support capable staff, provide managerial leadership, mentoring and direction, conduct crucial conversations, and identify & implement improvement strategies for specific skills and mindsets
    • Support people managers in proper documentation and disciplinary actions to support the unemployment claim process
    • Build manager knowledge and skills in employee/student relations practices
    • Train and guide leaders and administrative assistants through the FMLA/Leave, unemployment and worker's compensation process
    • Ensure staff at IDEA understand pay calculations and payroll practices / operations
  • Manage Admin Services Team training calendar
  • Monitor training delivery and progress of staff and provide updates and plans for hitting goal
  • Coach Admin Services Team staff to effectively deliver and design adult learning programs/training sessions independently

3. Serve as Leadership Team's high-level consultant and project manager on miscellaneous projects across Admin Services Team-some of which carry significant risk/compliance impact
  • Lead and spearhead high level projects based on Sr. VP and leadership team's needs (e.g. department outsourcing projects and compliance audits)
  • Lead special projects to enable IDEA Public Schools to remain compliant in all areas of our work
  • Develop and deliver departmental playbooks for both internal and external team use
  • Redesign team's approach to customer service and Zendesk support model; Monitor HR Call Support Center (Zendesk) and ensure tickets are acknowledged within 12-hours and resolved within 48-hours when applicable
  • Responsible for implementing consistent branding and formatting across Admin Team deliverables and communication and/or published resources
  • Actively participates in development and deployment of Admin Services Team out of state expansion strategy
  • Evaluate Admin Services teams needs to develop project plans
  • Execute on and manages others to meet project plan deadlines

4. Ensure IDEA's Administrative Services Team (Admin. Team) has a high-quality operating calendar and strategic operating mechanisms for team success - 100% of Admin Team leaders agree that the level of support provided in the execution of team convening and related team priorities meets or exceeds expectations.
  • Develop, document and maintain Admin. team annual operating calendar in partnership with Sr. VP/department leaders and sets benchmarks to reevaluate operating calendar
  • Manage Admin team's annual operating calendar and leaders to 100% accountability of established initiatives and operating plan
  • Consistently communicates and redirects team to upcoming priorities (Goals, Trainings, Quarterlies, Strategies, End of Year/Beginning of Year Celebrations, etc.)
  • Track and manage Admin lead team to be accountable for all next steps and deadlines established in team meeting and project plans
  • Drive cross-functional understanding and collaboration across Admin team departments through analysis of data and priorities from each team
  • Collaborate across Admin departments, Administrative Services Data & Systems Manager and Human Assets to analyze departmental progress towards goals and critical metrics including PR accuracy, staff data accuracy, org/regional retention, Great Place to Work data and understands and can eloquently articulates report findings with leadership team and provide input into problem solving where we are off track
  • Gather, revise and edit deliverables for senior team and CFO presentation
  • Manage Administrative Team Coordinator and Admin Team summer interns, providing feedback and assigning deliverables per team needs

5. HUB (IDEA's employee web page) Admin Team & Staff Resources team pages/content averages 3000 unique views and a net promoter score of at least 50
  • Responsible for high quality design, delivery and accuracy of Admin Team content on IDEA's Intra-Net Hub- for all staff and cross-functional use.
  • Oversees the Admin Team/Staff Resources HUB, providing support to site managers , seeks opportunities to continuously improve Hub-site content
  • Develops and implements strategies to drive staff across the organization to Staff Resources HUB page
  • Oversees the Admin Team Org Wide Calendar placement on HUB, providing support to calendar manager, Admin Team Coordinator
  • Collaborates with Admin Team Data & Systems manager to ensure that Admin Team/Staff Data Dashboards displays current and accurate data
  • Collaborates with department leaders to ensure 100% of training, policies and resource guide content is uploaded on the appropriate libraries
  • Collaborates with Software Development team to troubleshoot technical issues
  • Sets benchmarks to improve use of site and collaborates with Admin Team leaders, HA leaders and SD team to implement

Live Values of IDEA
  • Believes and is committed to our mission: that all students are capable of getting to and through college
  • Is driven by outcomes and results, and wants to be held accountable for them
  • Has a propensity for action, willing to make mistakes by doing in order to learn and improve quickly
  • Thrives in an entrepreneurial, high-growth environment; is comfortable with ambiguity and change
  • Seeks and responds well to feedback, which is shared often and freely across all levels of the organization
  • Works through silos and forges strong cross-departmental relationships in order to achieve outcomes
  • Embodies IDEA's core values

Supervisory Responsibilities:
  • Manage the Administrative Services Team Coordinator

  • Mission and Vision Focus - fundamentally believe that when the adults in the system get it right, students achievement and success follows
  • Record of Results - achieve established goals and continuously improve to move the needle in results year over year
  • Problem Solving - identify problems, collaborate, influence and recommend solutions and take action to resolve
  • Business Partnership - view every opportunity as a chance to meaningfully partner with leaders and staff to achieve outcomes
  • Communication - be honest, objective and confident, adjusting communication style to influence and motivate action and behaviors

  • Education: Bachelor's Degree or equivalent experience required
  • Experience: 5 to 7 years in a HR, Compliance/Risk Management, Talent Development capacity
  • Licenses or Certifications (if applicable): PHR / SPHR preferred, PMP preferred

Knowledge and Skills:
  • Experience in all areas of human resources, including talent management, change management, staff relations, organizational development and training.
  • Possess solid business acumen for processes outside of HR
  • Experience applying analytical and process driven HR practices
  • Experience providing exceptional customer service to internal and external stakeholders
  • Experience apply strategic thinking in all experiences and then working in a hands-on fashion to accomplish multiple goals / priorities
  • Experience coaching and providing upward feedback to all levels in the organization

IDEA Public Schools does not discriminate on the basis of race, color, national origin, age, sex or disability, in admission or access to, or treatment of employment in its programs and activities. Any person having inquiries concerning the organization's compliance with the regulations implementing Title VI of Civil Rights Act of 1964 (Title VI), Section 504 of the Rehabilitation Act of 1973 (Section 504), or Title II of the Americans with Disabilities Act of 1990 (ADA), may contact IDEA Human Resources at (956) 377-8000.

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