Job Details

Bertha Alyce Academy Operations Manager

5601 S. Braeswood - Houston, TX 77096

Overview

Level Experienced

Description

Job Summary

The Operations Manager serves as a strategic and operational leader responsible for the overall business operations of the Bertha Alyce Academy. This role provides oversight of enrollment management, financial operations, compliance, and administrative systems to ensure the school operates efficiently and sustainably.

This is a highly hands-on role that both owns and executes the school's core administrative functions. As the primary administrative lead for the preschool, the Operations Manager is responsible for directly managing day-to-day operations while also evaluating, improving, and maintaining the systems that support them.

The position requires a balance of execution, ownership, and decision-making, with accountability for operational performance, financial accuracy, and enrollment outcomes. The Operations Manager partners closely with the Head of School and organizational leadership to support strategic priorities and ensure operational excellence.

Qualifications

Role Scope & Structure

• Serves as the primary administrative and operational lead for the preschool
• Operates without direct administrative staff; responsible for both execution of daily functions and oversight of operational effectiveness
• Independently manages workload, priorities, and deadlines across multiple functional areas
• Exercises sound judgment and decision-making authority in day-to-day operations

Core Responsibilities

Operational Leadership & Strategy

• Provide leadership and ownership of all preschool administrative and business operations
• Evaluate, develop, and implement systems and processes that improve efficiency, accuracy, and service delivery
• Identify operational gaps and proactively recommend and implement solutions
• Serve as a key advisor to the Head of School on operational performance, enrollment trends, and financial sustainability
• Establish and monitor operational KPIs related to enrollment, revenue, and administrative effectiveness

Enrollment Strategy, Management & Execution

• Manage and execute all enrollment functions from inquiry through registration for Early Childhood programs and Summer Camp
• Serve as the primary point of contact for prospective and current families; coordinate tours and respond to inquiries
• Monitor enrollment trends, projections, and conversion metrics; adjust strategies to meet enrollment goals
• Maintain accurate enrollment data across systems (Salesforce, SharePoint, and other platforms)
• Support families with registration changes, account updates, and ongoing enrollment needs
• Ensure a high-quality, consistent experience for all families throughout the enrollment lifecycle

Financial Management & Accountability

• Own and manage financial operations including tuition billing, expense tracking, contractor payments, and purchasing
• Ensure accuracy and integrity of tuition accounts, enrollment-related charges, and financial records
• Monitor financial performance against budget expectations and proactively address variances
• Partner with Head of School and finance leadership to support budget development, forecasting, and reporting
• Establish and maintain financial processes, documentation, and internal controls

Scholarship & Financial Assistance Administration

• Serve as a primary point of contact for scholarship families and manage related communications
• Review applications, track required documentation, and ensure timely processing during scholarship cycles
• Prepare materials and participate in scholarship committee meetings, including evening meetings during peak season
• Maintain accurate scholarship records and provide ongoing support to financial aid recipients
• Ensure consistency, fairness, and compliance in financial assistance administration

Compliance, Licensing & Records Management

• Ensure all student and staff records meet state licensing and regulatory requirements
• Maintain organized, accurate, and audit-ready files for current and former students and staff
• Prepare and manage incident reports in accordance with school policies
• Maintain therapist documentation and required program records
• Ensure adherence to organizational policies and regulatory guidelines

Systems, Facilities & Administrative Operations

• Oversee and maintain administrative systems, ensuring data accuracy and effective use across platforms
• Manage access systems (e.g., Brivo), enrollment tools (e.g., Salesforce, Brightwheel), and other operational platforms
• Coordinate facility-related needs including work orders, vendor communication, and follow-up
• Order and track school, office, and camp supplies within established budgets
• Manage front office operations, ensuring a professional, welcoming, and efficient environment
• Provide administrative and logistical support to teachers and school leadership

Team Collaboration & Leadership

• Serve as a collaborative partner to the Head of School and Early Childhood leadership team
• Provide direction, organization, and accountability for administrative workflows and priorities
• Support a culture of professionalism, responsiveness, and continuous improvement
• Act as a key liaison between families, staff, and leadership to ensure clear and effective communication

Additional Responsibilities

• Support payroll-related documentation and administrative processes as needed
• Attend occasional evening meetings during scholarship season
• Assume additional responsibilities as assigned by the Head of School

Why Choose Us?

Our full-time employees enjoy a comprehensive benefits package designed to support their well-being and long-term success. This includes competitive pay, health, dental, and vision insurance, paid time off and holidays, a 403(b) retirement plan with employer matching, and ongoing opportunities for training and professional development. Team members also receive a free membership along with significant discounts on our programs, adding even more value to being part of our community.