Assistant Superintendent of Operations

Job Posting Title:

Assistant Superintendent of Operations

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Hiring Department:

UT High School

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt

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Earliest Start Date:

May 01, 2024

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

Purpose

Serve as the Assistant Superintendent of Operations for the virtual UT High School Special Purpose District to lead operations for fiscal management, student enrollment and funding, state and federal reporting, human resources, facility planning, and technology systems to support daily processes required to operate the district.

This position requires reporting to work on the UT Austin main campus, however currently the UT High School District is piloting a hybrid remote schedule with three days on campus and two days remote. This position requires remote internet access.

Responsibilities

• Responsibility 1: Participate in the leadership of the virtual UT High School Special Purpose District by leading operations in coordination with the campus and district leadership teams and staff members. Lead the processes for monitoring and refining programs to align with established goals. Establish systems for consistent operational procedures, monitoring accuracy of data submissions, and alignment with local, state, and federal policies. Manage projects with attention to detail and effective coordination and communication in alignment with UTHSD systems, leaders, and staff. Plan systems and support for marketing of programs, recruiting students, growing programs, and integrating systems. Routinely define and share best practices, establish, and maintain operating procedures and policies to support continuous improvement planning processes to achieve organizational goals. Participate in the development of the Comprehensive Needs Assessments, Program Planning, Strategic Planning, and Continuous Improvement Planning processes for the campuses and district by preparing templates, gathering input, establishing data collection processes, and reporting timelines, collaboratively setting goals based on data, communicating, and aligning to the vision, coaching administrators, and tracking and reporting data for a variety of programs throughout the year. Routinely engage with university leaders and staff to integrate processes aligned with the College of Education and other University programs and structures. Recognize and adhere to the policies and governance structures of the University. Other related functions and special projects as assigned.

• Responsibility 2: Oversee the UTHS business services in coordination with the UT High School Director of Business Services, leadership team, and staff members, as well as the UT and College of Education Business Offices. Adhere to all University and UTHS policies and procedures. Provide information and training to UTHS, COE, and UT staff regarding compliance requirements for fiscal management, funding processes, and business services and routinely coordinate all processes to ensure alignment state and federal policies while integrating and meeting University expectations. Lead all processes related to the UTHS internal and external financial auditing, including the Texas Financial Integrity Rating System of Texas (FIRST) audit and reporting process. Support the preparation of financial reporting for the PEIMS submissions for actual and budget expenditures for all UTHS districtwide programs. Train staff and establish systems for ongoing auditing and attention to detail in coding transactions and processes. Participate in the budget planning process and as a lead in planning and approving purchasing transactions aligned with the budget. Serve as project manager for ongoing business processes, define policies and operating procedures, and continued improvement and refinement of systems. Serve as lead expert in communicating and training for staff and leaders about expectations for K-12 state funding, accounts, expenditures, and reporting. Lead grant management, monitoring, fiscal policy compliance, and communications to ensure alignment to expectations. Engage with the University Office of Sponsored Projects regarding grants, budgets, monitoring, and reporting. Research opportunities to engage in cooperative agreements to market UTHS programs and services to other K-12 school districts statewide and simplify their purchasing processes. Prepare responses to RFPs, RFQs, and program documents to engage with districts to expand marketing opportunities for UTHS services. Routinely analyze and communicate updates on Foundation School Program (FSP) Funding and other state and federal K-12 funding sources (e.g., ESSA, Title funds, etc.), changes to policies, reporting, and grant opportunities. Make enrollment projections and connect to K-12 funding projections for upcoming school years. Prepare and coordinate MOUs and contract agreements in coordination with UTHS, COE, UT leadership and internal and external organizations.

• Responsibility 3: Oversee all processes for student enrollment, state reporting (e.g., PEIMS, CRDC, etc.), open records requests, and other operations-related legal actions. Write and refine operating procedures for enrollment, state reporting, and legal requests ensuring engagement from stakeholders, final approvals from UTHS leadership, and alignment to state, federal, UT, and local policies. Serve as a lead expert in understanding TAC and TEC policies and their application to UT High School as a Special Purpose District. Act in coordination with the superintendent and university leadership in all formal communications with the SBOE, TEA, and UT COE, legal and government relations offices. Establish and implement systems to routinely monitor and ensure accuracy and attention to detail of UTHS submissions to meet all requirements for programs and services such as PEIMS, Title I, Title IV, School Safety (EOP), annual compliance reports, random validation activities, State Compensatory Education, grant applications, and other report processes. Prepare, maintain, and review financial and staff PEIMS reported data while working in coordination with the campus and district leaders and staff. Attend update trainings provided by the TEA, TASB, Region XIII and other organizations to ensure UTHS remains current on compliance tasks and timelines. Routinely communicate updates, prepare reports, enter data, and engage with staff about reporting processes. Serve as an expert in reporting compliance items to the UTHS leadership team, COE, and UTHS Advisory Board. Gather information and make informed projections on enrollment for all programs. Plan and prepare materials for marketing all UTHS programs in coordination with the UTHS leadership team and Director of District Programs. Engage in conference marketing and a variety of formats for marketing programs including social media, print, electronic, and website communications. Curate resources to share with students and families via webinar, email, publications, in-person, and website formats. Respond to legal and open records requests as assigned by the Superintendent and in alignment with UT and UTHS procedures. Prepare operating procedures, attendance accounting handbook, and other procedural documents and trainings to support staff fidelity of implementation with attention to detail, alignment to policies, and consistencies. Supervise and meet routinely with leaders and staff for enrollment, PEIMS, state and federal reporting, student services, registration, and related services. Support ongoing legal and board policy processes and updates for written information and public posting on the website.

• Responsibility 4: Lead the processes to manage support for multiple programs and campuses including UTHS-International, UTHS-Texas, Empower Academy, and future campuses at the University. Engage with UTHS, COE, and University leadership to plan for staff needs in the areas of space planning, technology and infrastructure for students and staff, and ensure operational compliance. Engage in ongoing review of UTHS technology stack and recommend refinements to integrations, prepare data mining reports for supervisors and program leads, and engage with vendors and technology team and UTHS leadership to lead project migrations for new systems.  Utilize a variety of technology systems such as Canvas LMS, Canvas Catalog, MySchoolBucks payment system, Skyward SIS, UT Box, Qualtrics, TEA Accountability System, TSDS, and other TEA applications to streamline operations, run reports, and manage data. Serve as an expert and provide training to staff in project management while engaging in leading multiple projects for program enhancements. Coordinate all projects with stakeholder input, daily communications with directors and staff, and ongoing written project management documentation. Support leaders and staff in planning distribution of work tasks throughout the year to maximize efficiencies for teams. Coordinate with the UTHS campus and district leaders to implement systems including technology solutions and student life cycle reporting.  Support the PEIMS and other state and federal reporting data collection and submission project management and processes. Support STAAR testing processes including serving as a lead to engage with facilities across Texas to establish contracts and train staff regarding travel requirements in Texas as needed to test students at remote locations. Work closely with the Director of Testing Services and campus STAAR coordinators to meet the needs of students, staff, and key timelines. Serve as the district lead for all facility and safety planning. Train staff regarding safety procedures and submit compliance reports to the state for safety-related planning and activities. Support systematic processes for the systematic operations of the technology team, inventory, and archiving processes according to UTHS and University compliance requirements.

• Responsibility 5: Direct human resources and state compliance for the UTHS district processes for staff recruiting, hiring, goal setting, ongoing communications, performance management, and corrective actions in alignment with UTHS, University, state, and federal requirements. Routinely communicate with UTHS, COE, and University leadership regarding human resources support and processes. Lead employee relations communications and processes. Lead hiring and onboarding processes to establish systems for new staff support, including mentoring programs, training, and timelines. Perform market analysis and prepare job descriptions to align with the University, UTHS, and typical K-12 school district organizational structures. Supervise staff and program leaders to provide coaching and support to achieve positive, measurable outcomes. Serve on the School Health Advisory Council (SHAC) and provide information regarding best practices to support students, families and staff. Serve as a lead to bridge the requirements of hiring, performance management with University, UTHS, and state (TAC and TEC) and federal requirements for Texas K-12 public school administrators, teachers, and staff. Ensure UTHS district remains in compliance with all HR-related state and federal requirements.  Serve as a lead for SMART goal setting processes and alignment of employee work to district improvement plans and campus improvement plans. Support the process of district strategic planning. Prepare documents, reports, and goals to lead planning processes for the UTHS operations teams. Monitor progress routinely to measure and report outcomes. Lead the background checks, fingerprinting, and CJIS/DPS processes, audits, and systems to ensure confidentiality and compliance for procedures and records. Direct the processes for monitoring and reporting teacher and staff qualifications, trainings, and certifications. Lead the process for reporting of staff criteria for the PEIMS reporting processes.

Required Qualifications

Master’s degree in Business, Finance, Accounting, Educational Leadership and Policy, or a related field. Active Texas Superintendent Certification. Ten years of experience working in a K-12 school district with roles requiring increased responsibilities. Three years of experience in a K-12 school district leadership position as a campus or district administrator at the level of director or above. Three years of experience supervising staff. Expertise and experience leading K-12 school district state and federal reporting, including advanced knowledge of state funding, financial and staff reporting, and Texas PEIMS submissions. Three years of experience managing multiple complex projects, programs, or services for a K-12 school district. Experience overseeing enrollment, investigations, and funding. Advanced knowledge of accounting codes and funding aligned with Texas state policies, audit processes, and compliance requirements. Advanced knowledge of Texas K-12 school district safety standards and compliance requirements. In depth understanding of funding implications and related reporting for state, federal, and grant programs. Advanced knowledge of K-12 school district human resources compliance requirements such as certification requirements, CJIS/DPS, fingerprinting, leave policies, performance management, and corrective action processes. Demonstrated ability as a successful educator who has achieved positive results for school district programs. Ability to complete market analysis and prepare job descriptions to align with K-12 school district organizational structure to maintain alignment and parity. Expertise in understanding and recommending technology systems to integrate and support operations and academic functions of the school district. Experience establishing systems, preparing operating procedures, and training staff to maximize accuracy, effectiveness, and efficiency. Excellent oral and written communication skills including in-person and online environments. Advanced ability to lead internal audit processes, analyze needs, engage with stakeholders, and collaborate with leaders and staff across multiple programs. Advanced presentation and technology skills, including experience working with spreadsheets, databases, and reports within a variety of technology systems, including LMS, SIS, and a variety of integrated systems. Advanced knowledge of K-12 school district technology systems to support operations. Advanced knowledge and experience analyzing data and preparing summary reports. Strong project management skills with evidence of strategies for monitoring activities and reporting measurable outcomes. Ability to interpret state policy applications to virtual school context. Experience submitting and analyzing a variety of required reports in the TEAL system, such as eMAT, TSDS, FSP, and others. Professional demeanor and ability to work in a fast-paced environment with attention to details and meeting deadlines.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Doctoral degree in Educational Leadership and Policy or a related field. Experience serving in a role as assistant superintendent, chief financial officer, chief technology officer, or superintendent. More than three years of experience working in a leadership role as director, principal, or above in a Texas K-12 school district. More than ten years of experience working in a K-12 school district with roles requiring increased responsibilities. More than three years of experience in a Texas K-12 school district. More than three years of experience supervising staff. Expertise and more than three years of experience leading K-12 school district state and federal reporting, including advanced knowledge of state funding, financial and staff reporting, and Texas PEIMS submissions. More than three years of experience managing multiple complex projects, programs, or services for a K-12 school district. Experience overseeing enrollment, investigations, and funding. Advanced understanding of Texas Administrative Code, Texas Education Code, and required state compliance submissions. Experience preparing, submitting, and finalizing reports for PEIMS submissions including staff, enrollment, and financial components. Advanced knowledge and three years of experience leading human resources functions and compliance requirements. Experience coordinating external audit for K-12 school district. Experience preparing grant proposals, managing grant funds, and reporting. Experience utilizing the Skyward SIS. Experience using Canvas LMS. Expertise and experience designing webinars and presenting to board members, district, regional, state, or national audiences. Extensive experience coordinating with campus and district leaders to plan and implement programs with fidelity. Experience leading operations in a K-12 school district which produced measurable positive outcomes.

Salary Range

$125,000 + depending on qualifications

Working Conditions

Typical office environment

Use of manual dexterity

Repetitive use of a keyboard at a workstation

Pushing, pulling, and moving up to 30 pounds

Position may require occasional work outside the normal work week

May require occasional irregular and/or prolonged hours

Work performed on concurrent multiple projects under pressure of rigid deadlines and/or time limitations.

Required Materials

Resume/CV

3 work references with their contact information; at least one reference should be from a supervisor

Letter of interest

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded.  Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left-hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled into your application. The application is one page, and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length. This position has the option to elect the Optional Retirement Program (ORP) instead of TRS, subject to the position being 40 hours per week and at least 135 days in length.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer , complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form.  You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States.  Documents need to be presented no later than the third day of employment.  Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English) [PDF]
• E-Verify Poster (Spanish) [PDF]
• Right To Work Poster (English) [PDF]
• Right To Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031 .

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.