What are the responsibilities and job description for the Operations Specialist position at Matchbook Learning?
About Matchbook Learning
Matchbook Learning is a non-profit charter management organization based in Indianapolis, Indiana. We operate two schools: Matchbook Learning at Wendell Phillips School 63, serving students in Kindergarten through 8th grade, and The Match High School and Career Center, which currently serves 9th grade students and will expand to include 9th and 10th grade students in the fall of 2025.
Our mission is to personalize learning, within a restorative community, fostering resilience and excellence while preparing students for real-world opportunities. As an innovative and inclusive organization, we are committed to ensuring that every child is known, loved, and flourishing.
We are currently seeking an Operations Specialist to join our team.
Position Overview
The Operations Specialist is a full-time, salaried position responsible for managing key administrative and operational tasks to ensure the smooth onboarding and offboarding of personnel, compliance with training and legal requirements, and the effective management of organizational tools and resources. This role is integral to maintaining organizational efficiency and confidentiality.
Key Responsibilities
These are the key responsibilities of an Operations Specialist. Operations Specialists may have other duties as assigned.
- Personnel Paperwork Management
- Handle all administrative tasks related to the hiring and firing of personnel.
- Ensure all new hire paperwork is completed accurately and filed promptly.
- Assist with the timely selection and enrollment of employee insurance and benefits.
- Compliance and Training
- Ensure all new hires meet compliance requirements, including:
- Completing Vector training.
- Submitting required documentation.
- Monitor ongoing compliance and notify relevant parties of outstanding requirements.
- Ensure all new hires meet compliance requirements, including:
- Licensure and Educational Programs
- Maintain records of all teacher licenses and track compliance with licensing requirements.
- Monitor and document all educational programs in which teachers are enrolled.
- Partnerships and Compliance Tracking
- Track and manage all Memorandums of Understanding (MOUs) with external partners.
- Ensure compliance with training requirements, such as Vector training, CPI, CPR, and other certifications.
- PTO and Hours Management
- Update employee hours and PTO balances in the appropriate systems.
- Ensure accuracy and timeliness of updates to avoid discrepancies.
- Organizational Updates
- Maintain and update Trainual with current processes and procedures.
- Keep organizational charts up-to-date to reflect personnel changes.
- Oversee updates to Amplify and other relevant tools as needed.
- Supply and Curriculum Management
- Order and manage supplies for the organization, ensuring timely delivery and cost efficiency.
- Track and manage all curriculum contracts to ensure compliance and renewal as necessary.
- Facilities Oversight
- Coordinate maintenance requests and follow up with service providers to ensure timely resolution.
- Monitor facility usage and implement cost-saving measures.
- Policy Updates and Dissemination
- Keep staff informed about updates to organizational policies and procedures.
- Assist in drafting and distributing policy documentation.
- Risk Management
- Conduct periodic reviews of risk areas (e.g., data security, compliance gaps) and suggest mitigation strategies.
- Professional Development Tracking
- Maintain records of professional development hours for all staff.
- Help identify and organize training opportunities based on staff needs.
- Confidentiality
- Handle personnel issues with strict confidentiality to ensure that private data remains secure and anonymous.
- Adhere to organizational policies regarding the handling of sensitive information.
- Other Duties as Assigned
- Provide additional support to the operations team as required, contributing to the organization’s overall efficiency.
Requirements
- Strong organizational skills with attention to detail.
- Experience with administrative tasks and compliance monitoring.
- Ability to handle confidential information with discretion.
- Proficiency with tools such as Trainual, Amplify, and HR software.
- Excellent communication and time management skills.
- Ability to work independently and prioritize tasks effectively.
- Must pass a comprehensive background check prior to employment.
Reporting Structure
- This role will report directly to the Chief Operating Officer (COO) and will collaborate closely with the Human Resources and Operations teams.
Benefits
- Flexible work schedule
- Opportunity to contribute to a dynamic and growing organization.
- Salary of $50,000 annually for full-time hours.
- Health Benefits: Comprehensive medical, dental, and vision coverage.
- Retirement Plan: 401(k) with employer contribution.
- Paid Time Off: Personal and sick days.
- Professional Development: Opportunities for growth through workshops and training sessions.
- Collaborative Environment: Work within a supportive, dynamic team of educators dedicated to fostering academic and social growth for all students.
Application Process
Interested candidates should submit their resume to https://www.matchbooklearning.com/careers.
Matchbook Learning is an Equal Opportunity Employer and is committed to fostering a diverse and inclusive environment. We encourage applicants from all backgrounds to apply.
Salary : $50,000
