Deputy Chief Operating Officer
Please Note: Position only open to internal NYC Department of Education employees.
Position Summary: The Deputy Chief Operating Officer (DCOO) is responsible for the development, implementation, and evaluation of policies and procedures related to operations, recruitment, hiring and evaluation of staff across the Division of Academics, Performance, and Support (DAPS). The Deputy Chief Operating Officer (DCOO) is also the point person for interaction with the Division of Human Resources and Talent (DHRT), Office of Legal Services (OLS), and the Chancellor’s Office regarding all staffing, labor, legal and related personnel matters. S/he strategically manages all HR functions, contributing to organizational success by translating organizational strategies/objectives into Human Resources (HR) initiatives. The Deputy also oversees operations and human resource projects and pilots, including a highly structured performance management 360 degree review process.
The Deputy Chief Operating Officer provides leadership, direction, counsel and support in a broad range of strategic, managerial and operational issues. This position handles and manages confidential information related to salary, performance and employee ratings, and advises the Chief Operating Officer (COO), the Chief Academic Officer and the Senior Deputy Chancellor of DAPS on making policy and operations decisions related to performance evaluation. S/he oversees a team of Talent Managers, as well as managing a performance management vendor and personnel issues for a division of 300+ employees. Performs related work.
Reports to: Chief Operating Officer
Direct Reports: Talent Manager, and Talent Associate, and Operations Support Manager.
Key Relationships: Works closely with the Chief Operating Officer, Budget Director, Operations Support Manager, Senior Leadership across DAPS; all members of the operations team; all DAPS staff members; and key stakeholders in related divisions, including the Division of Human Resources and Talent (DHRT), Office of Labor Relations (OLR), the Central Budget Office (CBO), The Fund for Public Schools, and other divisions across the Department of Education (DOE).
Budget and Operations
- Provide leadership, direction, counsel, and support in a broad range of strategic, managerial, and operational areas to the Chief Operating Officer.
- Coordinate communication across DAPS to all Chiefs of Staff (COSs) and represents the COO in high level internal and external meetings.
- Lead strategic planning and long-term initiatives that support DAPS.
- Responsible for the daily operations of the Office of the COO which includes making decisions on “big-picture” implementation strategies and corresponding operating strategies; and establishing clear work process workflow.
- Develop and monitor the utilization of related standard operating procedures (SOP), and train staff within the COO office and across the division.
- Ensure coordinated and timely flow of information and communication to key constituencies within DAPS and other divisions within the DOE, cultivating an effective and productive customer-service oriented environment.
- Develop and oversee project timelines, milestones, and deliverables with both internal and external stakeholders.
- Review and respond to timely inquiries and reports, requested by all offices within DAPS and across other divisions.
- In conjunction with the COO, provide high-level operational and policy oversight as it relates to operations, and budget.
- Develop and implement training for DAPS staff on current procedures, and coordinate professional development training across teams.
- Represent the COO in high level meetings, including Chief of Staff (COS) meetings across the division, and monitor strategic feedback and evaluations from DAPS employees, making revisions to current policies and procedures, as needed.
- Support the development of new processes for implementing relevant operational and budgetary improvements within all operational functional areas.
- Ensure judicious and prudent budget decisions are made regarding spending across DAPS.
- Work with the COO and Budget Director to forecast expenditures and budgets for current and future years.
- Evaluate budget management and payroll procedures; provide recommendations for improvements, including system improvements, as necessary.
- Provide technical and analytical advice and assistance in identifying and resolving problems within staff operational areas, e.g., allocating resources, interpreting and applying standard operating policies and procedures. Meet with the division’s executive personnel to review projects and timelines and provide status reports to the COO.
- Serve as a liaison to DOE grant coordinating offices, the Fund for Public Schools, and the GE Foundation.
- Train central and field-based staff on effective and efficient operational procedures, providing guidance and relevant materials, to ensure work is carried out in an effective and efficient manner.
- In partnership with program managers, develop strategic responses to operational challenges and ensure compliance with funding source mandates.
- Meet regularly with budget, contract and program managers to review project and grant status.
- Support the COO with special projects, as needed.
- Work with team to ensure work is completed efficiently and effectively and meet weekly with the COO to update status.
- Evaluate the efficacy and efficiency of field offices and provide support, wherever needed.
- Oversee and coordinate high-priority projects on an as-needed basis.
- Serve as a point of contact for DAPS as directed by the COO.
- Oversee and deliver an accurate, fast, and efficient HR management function that is driven by process, integrity and customer service. This includes:
- preparing, reviewing and revising job descriptions for central positions in DAPS; and working with DHRT to finalize job descriptions;
- developing and maintaining systems to track headcount against budget;
- reconciling headcount and funding and making recommendations regarding headcount reductions in times of fiscal reduction; and
- designing and implementing bi-weekly new hire orientation and training for all new central employees.
- Manage and oversee on boarding and exit process for all DAPS employees, including implementation of a new hire mentor program, distribution of policy guidance and coordination of exit interviews.
- Serve as the point person to DHRT, OLS and the Chancellor’s Office regarding all staffing matters, representing DAPS at personnel related meetings.
- Update and escalate staffing issues to the COO, the Chief Academic Officer and the Senior Deputy Chancellor, as applicable.
- Serve as the point person to five (5) Group Leaders across DAPS, including two (2) Deputy Chancellors, on all HR matters.
- Work with eight (8) Executive Directors on a weekly basis to advise on staffing decisions and make hiring recommendations.
- Advise Executive Directors on organizational structures and oversee necessary HR implications when teams or divisions reorganize.
- Confer with managers across DAPS on personnel matters, including placement problems, transfers, resignations and promotions of employees.
- Communicate staffing policies and procedures to managers to ensure proper interpretation and implementation.
- Participate in planning and policymaking to provide effective and uniform personnel services.
- Make financial decisions related to human resource management allocations, e.g., investing in professional development, selecting vendors for performance management and the 360-degree review process.
Performance Management System
- Develop, implement and maintain a performance management strategy system for a 300+ employee division. This entails creating performance management process documents and forms, ensuring their delivery and collection, and carrying out related marketing and communications.
- Work closely with the Chief of Staff, Chief Operating Officer, Academic Officer, the Senior Deputy Chancellor and the DAPS Senior Leadership Team (5 Group Leaders) to determine system configuration and reporting requirements.
- Implement the performance management system across 300-person office in collaboration with the Chief Academic Officer and the Senior Deputy Chancellor.
- Lead trainings for managers and develop training materials and related documentation for users across DAPS.
- Manage relationship with the performance management vendor and provide on-going support to ensure the system continues to meet DAPS’ needs.
- Develop and implement strategic feedback process to understand how the performance management system is working across DAPS; conduct analysis on the system and share best practices and areas in need of improvement across the DOE.
- Meet with members of the Chancellor’s Office to advise on scaling the current system.
Talent Review and Analysis
- Develop processes for talent management and succession planning that entails:
- conducting analysis to identify and communicate talent gaps and strengths to senior leadership;
- leading semi-annual review process for all employees across DAPS;
- working with Group Leaders and Executive Directors to assess talent landscape each year, advising on recruitment plans, and identifying a leadership pipeline;
- developing curriculum on learning skills and opportunities by job function and title, and increase the amount of time managers spend on development opportunities; and
- thinking strategically about talent profile across DAPS, in skills and development areas, and document performance management concerns, respectively.
- Work in close collaboration with the Chief of Staff on the management of the 360-degree talent review process for senior leaders across DAPS. This includes management of the project from concept to implementation, including all of the operational logistics, vendor management, content and communications.
A master's degree from an accredited college in economics, finance, accounting, business or public administration, human resources management, management science, operations research, organizational behavior, industrial psychology, statistics, personnel administration, labor relations, psychology, sociology, human resources development, political science, or a closely related field, and two (2) years of satisfactory full-time professional experience in budget administration, economic or financial administration, fiscal or economic research; management or methods analysis, operations research, organizational research or program evaluation; educational, personnel or public administration, recruitment, position classification, personnel relations, labor relations, employee benefits, staff development, employment program planning/administration, labor market research, economic planning, fiscal management, or a related area, for educational program(s) and/or institution(s), 18 months of which must have been in an executive, managerial, administrative or supervisory capacity. Supervision must have included supervising staff performing professional work in the areas described above; or
A baccalaureate degree from an accredited college and four (4) years of satisfactory full-time professional experience as described in "1" above, including the 18 months of executive, managerial, administrative or supervisory experience described in "1" above.
- Five or more (5+) years of leadership experience.
- Prior knowledge of and experience in education and/or government.
- Experience with large-scale operations and administration management.
- Highly developed management, supervisory, and interpersonal skills required for directing a large organization of professional staff.
- Knowledge of DOE policies and procedures with the ability to interpret and apply policies effectively.
- Ability to communicate effectively, both verbally and in writing.
- Excellent writing and editing skills.
- Excellent interpersonal skills; ability to build relationships with diverse constituencies.
- Project management experience and problem solving skills related to gathering, organizing, analyzing and presenting data.
- Deep understanding of all DOE systems including Galaxy, FAMIS, and EIS.
- Familiarity with Excel, Word, and PowerPoint.
- Excellent interpersonal skills in dealing with education and non-education personnel, internal and external to the NYCDOE.
- Innovative, with ability to think strategically, mobilize disparate groups of people toward a common and ambitious goal, and translate insights into action.
- Extremely well organized, able to work under pressure and manage and meet frequent and changing deadlines.
- Project management experience; strong strategic thinking and planning skills; and ability to manage multiple projects at once.
- Attentive to detail, able to effectively document, track, and report on decisions made over time.
- Flexible and optimistic approach committed to overcoming obstacles; ability to thrive in a fast-paced, deadline-driven environment.
- Self-starter with entrepreneurial spirit.
Please include a resume and cover letter with your application.
Applications will be accepted through March 8, 2013.
NOTE: The filling of all positions is subject to budget availability.
AN EQUAL OPPORTUNITY EMPLOYER
It is the policy of the Department of Education of the City of New York to provide educational and employment opportunities without regard to race, color, religion, creed, ethnicity, national origin, alienage, citizenship status, age, marital status, partnership status, disability, sexual orientation, gender (sex), military status, prior record of arrest or conviction (except as permitted by law), predisposing genetic characteristics, or status as a victim of domestic violence, sexual offenses and stalking, and to maintain an environment free of harassment on any of the above-noted grounds, including sexual harassment or retaliation. Inquiries regarding compliance with this equal opportunity policy may be directed to: Office of Equal Opportunity, 65 Court Street, Room 1102, Brooklyn, New York 11201, or visit the OEO website at http://schools.nyc.gov/OEO
NEW YORK, New York, United States
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