Director of School Operations

Director of School Operations

About the Academy of St. Joseph

Founded in 2007 and located in New York City's West Village, the Academy of St. Joseph (AoSJ) is a small, independent Catholic school serving students from Pre-Kindergarten through Grade 8. Guided by the values of Character, Competence, and Compassion, AoSJ prepares students to thrive intellectually, spiritually, and personally. The school is entering a new chapter of leadership and growth — and is building an administrative team to match the ambition of that moment.

Who We're Looking For

The right person for this role is someone who finds genuine satisfaction in making a complex organization run well — who sees a compliance deadline met, a vendor relationship managed, and a smooth onboarding process as meaningful contributions to a school's mission, not just administrative tasks. They are calm under pressure, exacting without being rigid, and comfortable holding a wide portfolio without losing sight of the details that matter.

This is not a “behind-the-scenes “role. At a school of AoSJ's size, the Director of School Operations is a visible presence — known to families, trusted by faculty, and relied upon by the Head of School. The right candidate brings both operational rigor and genuine warmth, and understands that a well-run school is inseparable from a welcoming one. AoSJ is a small school with an outsized sense of purpose. The next Director of School Operations will help build the institutional infrastructure that allows that purpose to flourish.

Position Summary

The Director of School Operations (DSO) is a full-time, senior administrative role reporting directly to the Head of School. The DSO serves as AoSJ's operational backbone — owning the full spectrum of non-academic school functions, including finance, human resources, facilities, legal compliance, technology systems, and enrollment operations. This role is designed to free the Head of School to focus on academic leadership, community-building, and external relations. The ideal candidate is highly organized, proactive, and comfortable navigating the regulatory and administrative complexity of a New York City independent school.

Key Responsibilities

Finance & Business Management

Serve as primary liaison to the school's outside bookkeeper and Board Finance Committee
Oversee accounts payable and receivable, bill payment, and vendor invoicing
Manage banking relationships, dual-authorization check signing protocols, and cash handling procedures
Administer FACTS tuition platform; manage tuition collection, delinquency follow-up, and family payment plans
Oversee financial aid and scholarship administration in coordination with the Head of School
Support annual budget development and track monthly budget-to-actuals
Manage independent contractor agreements, W-9 collection, and 1099 filing
Oversee school insurance policies (liability, property, workers' compensation)
Coordinate the annual audit process

Human Resources & Payroll

Administer payroll in coordination with the school's payroll provider
Manage all employee onboarding documentation, including I-9/immigration compliance, background checks, and personnel file maintenance
Administer employee benefits programs, including health insurance, retirement, and leave policies
Issue and track employee and contractor contracts; maintain HR records in compliance with New York State labor law
Serve as the school's HR point-of-contact for personnel questions, benefits open enrollment, and leave administration
Maintain employee timesheets and absence records

Legal & Regulatory Compliance

Ensure timely submission of all state and city-mandated reports, including BEDS, NPSIS, Census, and immunization surveys
Administer state grant programs (NPSE, MST, NYSTL/NYSSL/NYSCH) and manage FAMIS portal purchasing
Maintain compliance with NYC Department of Health Article 43 requirements for early childhood programs
Manage FDNY Fire Drill Coordinator permit and ensure all required fire, lockdown, and evacuation drills are conducted and logged
Maintain all required permits and certificates of inspection: elevator, fire panel, sprinkler system, standpipe, waste management, Place of Assembly, boiler, and fire alarm
Ensure FERPA compliance, including annual parent notification of student privacy rights
Oversee student immunization records and annual DOH immunization survey submission
Maintain school document retention policy in accordance with nonprofit and regulatory requirements

Facilities & Building Operations

Oversee cleaning staff and manage the relationship with cleaning service contractors.
Coordinate all building maintenance, repairs, and vendor relationships; obtain Certificates of Insurance from all vendors
Plan and manage maintenance and capital improvement projects, in partnership with the Head of School
Conduct or coordinate annual facilities audits and develop a proactive preventive maintenance calendar
Oversee emergency preparedness infrastructure, including emergency binders, evacuation procedures, and staff training

Technology & Systems

Oversee Google Workspace (GSuite) administration, student accounts, and web domain(s)
Administer the Student Information System (SIS/FACTS) for faculty and community use
Manage key school portals, including Ravenna, NYC DOE high school applications, Metrocards, and attendance systems
Oversee school website, DNS filter, copier, student devices, and software license renewals
Maintain all subscriptions and technology licenses schoolwide

Enrollment Operations

Support enrollment management systems, new family onboarding, and database maintenance
Issue enrollment contracts to new and returning families; manage re-registration processes
Maintain accurate enrollment data in the SIS; track inquiries, applications, acceptances, and withdrawals
Manage the DOE My Schools application portal and support high school outplacement record coordination
Oversee collection of all required new student documentation

Communications & School Calendar

Coordinate school opening/closing communications year-round
Partner with the administrative team on the school calendar and major school events
Manage parent-facing communication systems and ensure contact information is current
Order and manage supplies for faculty and facilities throughout the year

Qualifications

Bachelor's degree required; advanced degree or professional certification in school administration, business, or a related field preferred
Minimum 3-5 years of experience in school operations, nonprofit administration, or a comparable role
Demonstrated knowledge of New York City and New York State regulatory requirements for independent or nonpublic schools strongly preferred
Experience with FACTS, Google Workspace, and student information systems preferred
Strong financial literacy; comfort with budget management, accounts payable, and payroll administration
Exceptional organizational skills and ability to manage multiple compliance deadlines simultaneously
Commitment to the mission of Catholic independent school education
Warm, professional presence; ability to communicate with families, faculty, vendors, and board members

Compensation & Benefits

Salary range: $115,000–$135,000, commensurate with experience. Benefits include health insurance, retirement plan, and professional development support. This is a full-time, 12-month position based on-site at AoSJ's campus in New York City.

How to Apply

Interested candidates should submit a resume and cover letter to Dan Faas, Head of School, at dfaas@aosj.us. The Academy of Saint Joseph is an equal opportunity employer committed to building a diverse and inclusive team. Anticipated start date is July 15, 2026.