Executive Office Manager - Technology and Operations

Job DetailsJob Location: 370 James Street New Haven,CT. - New Haven, CT 06513Position Type: Full TimePosition Summary The Executive Office Manager – Technology and Operations provides high-level executive, administrative, operational, fiscal, and project-management support to the Assistant Executive Director for Technology and Operations. Working from the Executive Office, the position helps coordinate the day-to-day systems, information, projects, and follow-through needed to support effective agency operations across ACES schools, programs, facilities, technology, and other operational functions. This is a high-trust position with broad agency exposure and significant responsibility. The Executive Office Manager serves as a central resource for leaders, technology and operations staff, school and program staff, vendors, contractors, municipalities, and external partners; anticipates needs; resolves administrative and operational issues; and ensures that sensitive, time-critical work is completed accurately. The position has no direct supervisory responsibility but routinely coordinates work across departments and supports the Assistant Executive Director (or Executive leadership) in managing agency-wide technology and operational priorities. Essential Duties and Responsibilities The duties below describe the primary responsibilities of the position. Additional related responsibilities may be assigned based on agency needs. Executive Office and Technology/Operations Support • Provide high-level administrative and operational support to the Assistant Executive Director for Technology and   Operations in overseeing technology, facilities, transportation, capital projects,   and related agency operations. • Manage priorities, schedules, information flow, correspondence, meeting preparation, documentation, and follow-up for the Assistant Executive Director. • Serve as a knowledgeable and responsive point of contact for operational questions, procedures, administrative needs, service requests, and technology or facilities concerns; identify issues and coordinate appropriate solutions. • Coordinate cross-departmental work and maintain clear ownership, deadlines, approvals, records, and follow-up for technology and operational projects. • Exercise sound judgment and strict confidentiality when handling executive, employee, student, fiscal, legal, contractual, security, technology, and other sensitive information. School Building Projects, Facilities, and Capital Improvements • Provide administrative and project-management support for school building projects, renovations, repairs, capital improvements, space planning, relocations, and other facilities initiatives. • Coordinate project schedules, meetings, agendas, action-item logs, plans, specifications, approvals, permits, inspections, invoices, change orders, and project records with internal staff, architects, engineers, contractors, municipalities, and other partners. • Track project milestones, dependencies, budgets, outstanding decisions, risks, and required follow-up; elevate significant delays, cost concerns, safety issues, or unresolved matters to the Assistant Executive Director. • Maintain organized project files and documentation, including contracts, plans, drawings, warranties, certificates, inspections, permits, correspondence, and closeout materials. • Support planning for building openings, moves, temporary relocations, classroom or office reconfigurations, and readiness activities. Educational Technology, Network Systems, and Infrastructure • Provide administrative and project coordination support for agency educational technology, network systems, telecommunications, cybersecurity, infrastructure, hardware, software, and technology service initiatives. • Coordinate technology purchases, installations, upgrades, replacements, inventories, warranties, licensing, vendor support, and implementation schedules. • Track technology projects and service issues from initiation through completion, ensuring that responsible parties, deadlines, communications, and documentation are clear. • Support coordination among technology staff, school and program leaders, vendors, contractors, internet and telecommunications providers, and other external partners. • Maintain accurate records related to technology assets, contracts, licenses, service agreements, infrastructure projects, and other operational technology documentation. • Support responsible implementation of approved artificial intelligence and emerging technology tools in operational workflows, with appropriate attention to privacy, cybersecurity, accuracy, and agency policy. Fiscal, Purchasing, Contracts, and Vendor Support • Provide administrative and operational support for fiscal matters associated with technology and operational departments. • Prepare, process, review, and track invoices, requisitions, purchase documentation, purchase orders, and payments in accordance with agency procedures and delegated authorization levels. • Use agency budgets, account information, and supporting records to process transactions accurately and route items for approval. • Coordinate contracts and maintain current, accessible records of agreements, approvals, renewals, amendments, insurance documentation, and key dates for technology and operational services. • Support Requests for Proposals and other procurement activities through preparation, scheduling, document control, communication, and recordkeeping. • Develop productive working relationships with vendors, contractors, service providers, and consultants; coordinate meetings, purchases, documentation, questions, issue resolution, and follow-up.   Meetings, Records, Communication, and Agency Coordination • Maintain calendars and schedule recurring, project, vendor, construction, technology, facilities, and special meetings; coordinate logistics, materials, records, and follow-up. • Create and maintain accurate digital and paper filing systems in accordance with confidentiality, access, retention, and organizational requirements. • Prepare correspondence, reports, agendas, presentations, meeting notes, status updates, and other materials for the Assistant Executive Director and operational departments. • Coordinate communications among central-office staff, school and program leaders, vendors, contractors, municipalities, public officials, and other external partners. • Plan and coordinate in-house and off-site agency activities related to technology and operations, including venues, vendors, schedules, purchasing, materials, and on-site support. • Attend occasional evening meetings, agency events, professional activities, building or project meetings, and off-site assignments as required. Minimum Qualifications • Bachelor's degree preferred and at least five years of progressively responsible experience in executive administrative   support, office management, business operations, facilities, technology administration, project coordination, fiscal   administration, or a related field; an equivalent combination of education and relevant experience may be considered. • Demonstrated experience supporting senior or executive leadership and managing confidential, sensitive,   complex, and time-critical work. • Experience with budgets, purchasing, invoicing, requisitions, contracts, vendors, project documentation, records, and   administrative systems. • Advanced proficiency with Microsoft 365 and demonstrated ability to learn and effectively use enterprise systems   including Paycom, Tyler Enterprise EPR (Munis), PowerSchool, technology platforms, project-management tools, and   approved AI platforms. • Current Connecticut Notary Public commission or ability and willingness to obtain and maintain one after hire. QualificationsPreferred Qualifications • Experience in an educational, governmental, nonprofit, or other public-sector organization. • Experience supporting school facilities, capital projects, educational technology, network infrastructure, transportation, food service, maintenance, or other complex operational functions. • Experience coordinating construction or renovation projects, RFPs, contracts, insurance documentation, inspections, audits, legal records, state or federal projects, or similar compliance activities. • Experience with technology implementation, enterprise systems, cybersecurity or network-related projects, vendor management, or operational process improvement. • Experience coordinating complex, cross-functional initiatives involving executive leaders, school and program staff, operational departments, contractors, vendors, municipalities, and external partners. Required Knowledge, Skills, and Abilities • Exceptional organization, prioritization, time management, accuracy, and follow-through. • Ability to manage multiple complex priorities independently in a fast-paced environment and adjust quickly as agency needs change. • Strong project-management, analytical, troubleshooting, coordination, and problem-solving skills. • Excellent written, verbal, interpersonal, and customer-service skills. • Sound judgment, discretion, diplomacy, initiative, and the ability to anticipate needs before they become urgent. • Ability to understand agency operations broadly, connect information across departments, and direct employees and stakeholders to appropriate resources. • Ability to build effective working relationships with executive leaders, employees, school and program staff, technology and operations personnel, vendors, contractors, public officials, and external partners. • Ability to use technology and AI with appropriate human oversight, accuracy checks, confidentiality safeguards, cybersecurity awareness, and professional judgment. Work Environment and Physical Requirements This position is performed primarily on-site in a professional office environment at 370 James Street, New Haven, Connecticut.  The role requires regular use of computers, office systems, and communication technology; frequent interaction with employees and external partners; and the ability to remain effective during periods of competing deadlines and interruptions. The employee must be able to attend meetings, visit operational sites, and participate in project and facilities activities at other ACES or partner locations and occasionally work outside normal business hours. Reasonable accommodations will be provided in accordance with applicable law. Professional Development Participate in professional learning related to executive office management, school operations, facilities and capital projects, educational technology, public-sector operations, finance, artificial intelligence, and organizational effectiveness. Participation may include AESA Executive Assistant Forums, AESA conferences, technology or facilities professional learning, and other opportunities approved by the Assistant Executive Director for Technology and Operations (or Technology and Operations leaders). Position Expectations and Disclaimer The Executive Office Manager – Technology and Operations is expected to demonstrate dependable attendance, responsiveness, professionalism, sound judgment, and a service-oriented approach. This job description identifies the general nature and level of work performed and is not intended to be an exhaustive list of every duty. ACES may revise responsibilities to meet operational needs. Employment is subject to applicable ACES policies, procedures, credentialing requirements, and pre-employment requirements.