Expeditions Operations Assistant

Summit Public Schools - Redwood City, CA - Full time

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Position Overview: 

As we increase the number of students participating in Independent Learning as part of the Expeditions Program at Summit, monitoring and compliance become critical components of our work. Because of the rigorous compliance requirements and high stakes of audits, we believe this must be done by someone with a professional eye for detail.

This role will have flexible hours and location, with site-based work days as required by compliance deadlines and student support needs. It will be a year-round, full-time role. Sometimes timecards and attendance reporting deadlines will require a quick turnaround over weekends. During the summer, main responsibilities will be related to learning the compliance needs of the team, preparing to train teachers on logistics and compliance tasks, beginning to archive/organize SY18 Independent Learning documents, and creating student-facing training materials for the program’s compliance requirements. During the fall, the main focus will be on ensuring a compliant launch to independent learning, including managing student contracts and training students on compliance requirements. During the remainder of the year, the focus will be on maintaining attendance compliance, through management of student time cards and subsequent attendance reporting, as well as supporting teachers with field trips, which tend to ramp up over the course of the year. During the following spring, readiness for SY19 Independent Learning will begin, including beginning the contracting process again with students. This change in work flow means that precise allocations of time will shift over the course of the year, but approximations are below:

Key responsibilities include:

  • Full ownership for compliance-, logistics- and operations-related Expeditions tasks, including:
    • Independent Learning Attendance Compliance (70%)
      • Obtaining and filing contracts for independent learning students
        • Understanding student eligibility
        • Collecting stakeholder contact information
        • Managing contract deployment in Chalk
        • Monitoring contract completion and documenting in a master tracker
        • Following up with student, parent, mentor and supervisor as needed
        • Ensuring follow through and compliance with fingerprinting and TB testing
    • Ensuring timely submission of timecards, recording attendance, and meeting attendance/reporting deadlines
    • Collecting, grading and archiving work samples as “evidence of work”
    • Lead or participate in campus-based trainings for student timecard submission
    • Meet with students and/or mentors and/or parents when compliance paperwork is consistently being submitted late or incorrectly
    • Notifying the Independent Learning and Partnerships Coordinator when there is a liability or insurance issue
  • Off Campus Experience Operations and Compliance (10%)
    • Support teachers in observing org-wide protocols for planning field trips and off campus learning opportunities, creating a weekly digest of field trips, and ensuring compliance related to permission slips and driver forms
    • Supporting teachers in planning overnight trips and submitting proposals for board approval
    • Managing Expeditions Chalk account, tracking received permission slips, and maintaining an organized Google Drive archive of permission slips
  • Scheduling (5%)
    • Supporting with scheduling by auditing rosters for equitable student enrollment and performing any course changes approved by directors and logged in a central course change tracker (Sept/Oct)
  • Transcript Maintenance (5%)
    • Work with Expeditions Directors and Director of College Readiness to ensure that courses appear correctly on student transcripts (Nov/Dec of each year and May/June)
  • Website and information (10%)
    • Supporting the Independent Learning Coordinator to update Expeditions internal and external websites (Summer)
  • Relationship Building
    • Collaborate with Expeditions Directors as needed
    • Collaborate once weekly with the Independent Learning and Partnerships Coordinator
    • Support the Expeditions team in maintaining positive collaborative relationships with the Operations team and the site Operations staff.

This person would have an operations coach who would support in auditing compliance documentation and would otherwise report to the Directors of Expeditions.

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Experience Level

Mid Level

Summit Public Schools

Who we are:

Summit Public Schools is a leading charter management organization serving diverse communities in the San Francisco Bay Area and Washington State with currently 11 schools serving over 3,000 students. Through the Summit Basecamp Program, we have partnered with over 100 public schools in twenty-seven states and the District of Columbia, and are providing over 20,000 students a truly personalized learning experience. Summit’s mission is to ensure that every student has the opportunity to not only attend, but succeed in, a four-year college or university.

Driven by our unwavering commitment to our core values, Summit works every day to ensure our students are receiving a world-class education. Summit seeks phenomenal individuals with the talents needed to transform children's lives, as well as those who are interested in working on the cutting edge of education. If you're excited by the prospect of transformative growth for yourself, as well as the students, schools, and communities we serve, Summit may be the place for you!

  • 96 percent of Summit students have been accepted to one or more four-year colleges, and its graduates are completing college at double the national average
  • Fast Company named Summit Public Schools a top 10 most innovative organization in education
  • Our two flagship schools, Summit Prep and Everest, are named among US News & World Report's Best High Schools of 2015, and also ranked among America's Most Challenging High Schools by the Washington Post
  • Summit Sierra, in Seattle, was named one of the most innovative schools in the world

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