COO or VP Operations (Contract)

Family Engagement Lab - Remote - Full time

VP Operations / COO (Contract)

About Family Engagement Lab and FASTalk

Family Engagement Lab’s mission is to help schools ignite the power of families to support students’ social, emotional, and academic success through scalable and sustainable evidence-based programs. Family Engagement Lab is committed to addressing critical needs among traditionally underserved families, particularly low-income and immigrant families, to improve educational outcomes. Our efforts bring together a commitment to educational equity, research, technology, and practical experience in PreK-12 systems. Our program, FASTalk (Families and Schools Talk), launched in 2017, is an innovative technology for teachers to send fun, curriculum-aligned text messages to families in their home language. FASTalk helps all families turn everyday moments into learning opportunities. As a not for profit organization, Family Engagement Lab is dedicated to making a difference in how teachers, parents and students can accelerate learning through communication and technology.

We are looking for a full time VP of Operations to support Family Engagement Lab. Qualified candidates will bring enthusiasm, sound judgment, and a can-do attitude to support our fast growing startup. As a leadership position in a small organization, the position will include both high level, strategic decision making and hands-on implementation. Under the direction of the CEO, the VP of Operations will ensure that Family Engagement Lab’s infrastructure and processes effectively support our staff and partners. The title will be assigned based on the experience level of the candidate. May convert to a full time position with benefits.

Key Responsibilities:(percentages indicate approximate time allocation)

  • IMPROVE PROGRAM OPERATIONS (50-60%)
    • Identify and lead projects that improve the operational efficiency of FASTalk as the customer base and usage grows across key program domains including product, content, engineering, customer success, research, and sales.
    • With CEO, and key program staff, monitor all programmatic goals and outcomes, including contract and budgetary requirements.
    • Guide team members in measuring progress objectives and key results and strategic plan implementation.
    • Monitor related policies and regulations, including FERPA, TCPA, and ADA.
  • FINANCIAL MANAGEMENT (10%)
    • Coordinate day-to-day finance operations, liaising with our outside accounting firm and supporting adherence to established financial controls and procedures; this includes processing deposits, payables, reimbursements and invoicing.
    • Ensure that salary allocations and other financial information are provided in a timely manner by staff.
    • Work closely with the CEO and program staff to set, track, and update the budget to achieve financial objectives. Provide forecasts for planning and budgeting.
    • Assist with the preparation of the annual CPA package.
    • Update management and leadership on any emerging issues and risks.
  • FUNDRAISING (10%)
    • Provide critical support on grant applications, pitch preparation, and planning ongoing communications with current and potential funders.
    • Manage process of reporting for Family Engagement Lab and FASTalk funders, primarily coordinating across fundraising, program and research staff to ensure high-quality reports are submitted on time.
  • HUMAN RESOURCES (5-10%)
    • Serve as the primary intermediary for Family Engagement Lab staff and our PEO (TriNet), including processing vacation and sick requests, payroll review, employee benefits administration and claims.
    • Support preparation of job descriptions, recruitment, selection and hiring of all positions in the organization.
    • Design welcoming and informative onboarding for new employees.
    • Review and update policies related to hiring of contract employees.
  • IT AND DATA SYSTEMS (5-10%)
    • Analyze technology needs for the team, including managing purchases and reimbursements for productivity hardware and software.
    • Set up access and policies for collaboration and marketing tools (e.g. GSuite, Zoom, Pipedrive).
    • Support an organized internal file structure for key company documents and contacts.
    • Update company information on website as needed.
    • Maintain data systems (Domo) used for internal data reporting and customers.
  • OFFICE MANAGEMENT (<5% time) - Manage the day-to-day functions for a virtual office.
    • With CEO, prepare Board packets (including agenda, attachments), record minutes, and archive documents.
    • Primary contact for general agency business, interfacing with accounting services, registered agents, liability insurance and workers’ compensation.
    • Coordinate and participate in weekly staff meetings.
    • Approve all office supplies and furniture, equipment and computer purchases.
    • Responsible for opening, prioritizing and directing administrative mail via our virtual mailbox.
    • Design and implement office policies as needed.
    • Organize staff events and gatherings as needed

Qualifications:

  • Minimum of 5+ years of experience in operations, preferably in SaaS based organizations. EdTech experience is preferable.
  • Commitment to Family Engagement Lab’s mission and strategy, including the improvement of public education and diversity, equity, and inclusion values.
  • Extremely organized and detail-oriented; Strong analytical, critical-thinking and problem-solving skills.
  • Ability to work independently and manage multiple priorities in a fast-paced, dynamic, and often virtual environment, owning high priority tasks quickly with minimal support.
  • Ability to appropriately prioritize work, handle multiple tasks simultaneously, manage time effectively and deliver high-quality work on time.
  • Work style suited to working in a small-team setting, where proactive communication, teamwork, innovation, and resourcefulness are highly valued.
  • Skilled at communicating with a wide variety of people at all levels, both internally and externally (e.g., takes care to understand others’ sources of inspiration).
  • Bias towards leaning into and persisting through uncomfortable or challenging situations, collaborating and supporting team members. Avoids complacency.
  • Understanding of GAAP and financial planning.
  • Proficiency in using Google Suite, Zoom, Quickbooks, CRM tools like SalesForce or PipeDrive, and BI tools like Domo.

ADDITIONAL DESIRABLE EXPERIENCE AND QUALIFICATIONS

  • Experience managing budgets of $1m or more.
  • Experience as Administrator for IT Systems such as G-Suite, CRM, Zendesk, etc.
  • Personal experience in recruiting and hiring, and managing a staff of 5 or more people.
  • Experience writing and submitting grant proposals
  • Experience with setting, and implementing HR policies and practices.
  • Familiarity with software product development project management and processes
  • Experience setting and using operational metrics to monitor company performance

People of all backgrounds are encouraged to apply.Location:

  • This position is virtual, and requires regular communication by phone and video conferencing across the continental US.

Commitment:

  • Must be able to commit to 40 hrs/week.
  • Hours are flexible but candidates should be accessible between the hours of 9-2pm Pacific Time
  • Contract position, monthly compensation ranges from $10,000-$13,000/mo. May convert to a full time position with benefits.

Apply for this job

Apply for this job

Role

C Level Executive Leadership

Experience Level

Senior Level

Family Engagement Lab

Family Engagement Lab’s mission is to help schools ignite the power of families to support students’ social, emotional, and academic success through scalable and sustainable evidence-based programs.

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