Executive Associate to the Head of School & Data Manager

About The SEED School of Miami:

The SEED School of Miami operates on a distinctive 24-hour program, where students live on campus from Sunday evening through Friday afternoon. This unique approach allows the school to extend beyond traditional academic hours, providing a comprehensive educational experience. Emphasizing academic rigor, character development, and a safe, supportive environment, SEED School of Miami aims to prepare students for college while instilling essential life traits such as perseverance, self-confidence, and self-discipline. The school places a strong focus on maintaining consistent relationships with role models, offering daily academic challenges and support, and providing extensive programs in athletics, visual and performing arts, and service. Additionally, the commitment to students extends beyond graduation through the College Transition & Success program, supporting SEED graduates throughout their college careers.

* More information can be found on the school’s website: www.miami.seedschool.org

About The SEED Network:

SEED is the pioneering national network of public, college-preparatory boarding schools, offering a unique 24-hour, 5-day per week learning environment. Our tuition-free schools, the first of their kind in the U.S., are intentionally designed to serve traditionally underserved students. Supported by The SEED Foundation, we operate in Washington, D.C., Baltimore, Miami, and Los Angeles. The Foundation's College Transition & Success (CTS) team provides comprehensive support to SEED graduates from junior year through college graduation. SEED's success has gained recognition from media outlets like 60 Minutes and The New York Times, and former President Obama has lauded it as "a true success story." Learn more at www.seedfoundation.com.

Position Overview:

The Executive Associate to the Head of School & Data Manager is responsible for handling a wide range of high-level administrative and executive support related tasks and special projects and coordinates the effective management of data and data collection systems.

The Executive Associate to the Head of School & Data Manager maintains confidentiality of all school, personnel, student, and research matters.

Essential Functions:

Areas of Responsibility & Accountability

Logistics & Coordination Responsibilities

• Manages the Head of School’s weekly calendar booking meetings, adjusting appointments as necessary, and coordinating with others to ensure productivity, promptness, and clarity
• Oversees the logistical planning of all travel arrangements for programmatic staff and the Head of School to include booking conference registration, transportation, hotel, etc.
• Manages oversight of the Guest Apartment by booking it when necessary for visitors, ensuring the space is prepared for each guest, and preparing visitor agendas, welcome materials, keys, transportation, etc.
• Collaborates with the Head of School by preparing for various audits, guests, and meetings to include preparation of materials, space, décor, sign in sheets, foods, etc.
• Maintains the monthly school calendar keeping it up to date with various activities and scheduling details noted
• Handles high priority calls from both internal and external sources
• Attends meetings with the Head of School as requested and required
• Maintains follow-up/reminder systems to insure timely completion of projects
• Manages office details by relieving the Head of School of routine requests and matters and routing requests to the appropriate school administrator
• Schedules and attends all dismissal appeal meetings with the HOS and documents meeting notes for each meeting.
• Maintains the file for every child on a Conditional Agreement in collaboration with the HOS and Dean of School Culture
• Follows established rules and procedures in responding to requests and redirecting items to other staff members

Data Management & Reporting:

The Data Manager will use Kickboard, ISIS, Pinnacle, ACT Aspire, Google Drive, Confluence, and any additional data management tools to gather, collate, synthesize, and accurately represent performance data.

• Creates a “data calendar” outlining reporting deadlines, deliverables, owners, and required templates for the programmatic leadership team and manages a system for reminding leadership of such deadlines, and gathering and collating these materials
• Produces “data snapshots” on a recurring basis that capture data on the following: F&P growth, attendance, IA performance, student enrollment, staff performance, and other indicators as assigned by the Head of School
• Supports the preparation of statistical reports on educational activities for government and educational agencies
• Generates report cards through Kickboard at the close of each quarter and manages the process of collating and distributing these to families
• Acts as the point person for Kickboard in collaboration with the HOS, Academic Coordinator, Director of SSS, and Dean of School Culture and assisting in building and revising the platform to suit SEED’s needs
• Assists staff members in using and integrating Kickboard
• Provides ongoing data analysis for the instructional team in a timely fashion to support instructional resource allocation
• Maintains and manages student, teacher and organizational data for the school
• Supports the development of key data management and analysis initiatives across the organization and the technology needed to support these initiatives
• Works with appropriate stakeholders to create system-wide protocols for the collection, storage, management, reporting and quality control of organizational data
• Ensures that Google Drive is kept organized, current, and
• Collaborates with the Foundation on any shared data management systems

Special Projects:

The Executive Associate will support special projects to include:

• Preparing the Parent-Student Handbook each year for distribution to families and ensuring that they are signed for by every family
• Preparing New Staff Orientation & General Staff Orientation materials
• Ordering supplies (as needed)
• Preparing for various school activities as needed
• Monitoring the DCON radio during daytime hours as required
• Booking courier services (as needed)
• Other duties as assigned

Skills & Qualities Sought:

• Committed to the mission of SEED
• Demonstrates professionalism in actions, words, and presentation
• Adheres to school policies and procedures
• Models the school’s Core Values of Respect, Self-Discipline, Integrity, Compassions, Gratitude, and Responsibility when interacting with colleagues, students, parents and other school stakeholders
• Goal-oriented and assertive
• Maintains a positive, solution-oriented and respectful attitude
• Communicates regularly with the Head of School about school issues
• Demonstrates flexible and efficient time management and ability to prioritize workload
• Is productive in his/her work meeting deadlines and prioritizing duties as necessary
• Performs other duties as workload and priorities necessitate
• Bachelor’s degree required, masters degree preferred
• Proven skills in quantitative data management and analysis.
• Team-player capable of working both collaboratively and independently
• Customer focused approach, interpersonal flexibility and ability to multitask
• Self-starter and demonstrated resourcefulness
• Strong organizational skills and attention to detail
• Strong judgment and collaborative decision-making skills
• Excellent interpersonal and communication skills; ability to present and effectively explain school level data
• Data driven in his or her decision making

Knowledge & Expertise:

• Must have high level of interpersonal skills to handle sensitive and confidential information. Position continually requires demonstrated poise, tact and diplomacy
• Must be able to interact and communicate with individuals at all levels of the organization
• Work requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines
• Experience with Information Management Systems like Clever, Powerschool, etc is preferred.
• Must be able to work in a fast-paced environment with demonstrated ability to efficiently and effectively manage multiple competing tasks and demands
• Must have the ability to manage complex issues creatively and effectively
• Excellent verbal and written communication skills
• Familiarity with ISIS, or other student information systems
• Ability to synthesize information from multiple sources
• Ability to understand the strengths, weaknesses, and limitations of given datasets or metrics
• Knowledge of the K-12 education field, including familiarity with current student assessment and accountability practices.

SEED Employee:

• Is committed to SEED’s mission and its beliefs.
• Thinks strategically in aligning one’s own work streams to the larger organizational mission.
• Possesses exceptional interpersonal skills, with creative and positive energy for working with youth.
• Behaves professionally in a fast-paced environment and with a variety of constituents.
• Works independently as well as collaboratively with a team while managing multiple tasks.