Position Description

(2021-2022) Great Hearts Online - Arizona Operations Manager
Location GH Arizona - Phoenix
Job Category Academy - Support Staff (Office Manager, School Nurse, Librarian, etc.)
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POSITION: Operations Manager

LOCATION: Arizona; Phoenix Metro Area

DEPARTMENT: Great Hearts Online (Arizona)

REPORTS TO: Director of Academy Operations

FLSA: Salaried, exempt

Company Description

Great Hearts is a nonprofit network of public charter schools dedicated to improving education nationwide through classical preparatory K–12 academies. A Great Hearts education prepares students to be more than just proficient test takers; rather, it prepares them to become great-hearted and virtuous leaders capable of success throughout their higher education and professional careers. With a curriculum built upon a character-centered, classical liberal arts tradition and a revolutionary approach to school itself, Great Hearts cultivates the hearts and minds of students through the pursuit of Truth, Goodness, and Beauty. Great Hearts serves over 20,000 students in both Texas and Arizona.

On January 4th, 2021, Great Hearts launched a new virtual classical Academy to serve students in Texas. Great Hearts Online is fully enrolled to the delight and satisfaction of over 500 students and their families.

Great Hearts Online is the core educational offering, and we are thinking bigger. In Latin, civitas is a word describing a body of citizens who constitute a state or a commonwealth; a civitas is a body of people imparting shared responsibility, a common purpose, and a sense of community toward greater citizenship. What we are building is a Great Hearts Civitas: a national body of families and students, connected by a common purpose, in community and citizenship together. In the coming years, we will offer excellence in virtual classical education with a focus on tight-knit online and in-person communities in pursuit of a national GH Civitas.

This is a position within Great Hearts Civitas, the newest branch of the Great Hearts organization. Additional information on roles can be found at www.greatheartsamerica.org/careers.

Position Summary

The Operations Manager is an important role within the Great Hearts Online operations team. The Operations Manager, under the direction of the Director of Academy Operations, will assist with the Academy day-to-day operations and logistical actions. In partnership with Great Hearts Online leadership and faculty, the Operations Manager will provide our Academy families exceptional customer service and perform job duties as outlined below.

Duties and Responsibilities

The Operations Manager will have roles and responsibilities aligned to the below. This individual will need to balance high-level strategy with nitty-gritty rolling up sleeves in a startup environment.


  • Answer and manage incoming calls. Responsible for forwarding calls to appropriate parties for resolution.
  • Oversee and conduct all Academy ordering, inventory management, tracking, and shipping. Including the coordination with IT to perform any device setup.
  • Track Academy finances.
  • Create and manage rosters and schedules, with Headmaster approval.
  • Manage the onboarding process for faculty and administration.
  • Manage and implement the academy substitute plan.
  • With guidance from the Director of Academy Operations, oversee the execution of the yearly calendar events.
  • Serve as the executive assistant to the Headmaster.  Manage the Headmaster inbox, calendar, and communication. 

Customer Services

  • Oversee the organization of community building events, including initial internal relations, work of parent volunteers, and management of grade-level Facebook pages.
  • As directed by the Headmaster or Growth team, coordinate on Academy-wide communication.
  • As directed by the Headmaster, issue grade-specific communication and parent-related events.
  • Support the Growth team with external-facing and all-school events hosted by the Headmaster.
  • Collect fees and issue receipts to parents for fees and activities.
  • Act as a liaison for the Great Hearts Online leadership team to academy administration, faculty, and staff.
  • As requested by the Headmaster, act as a liaison between the Parent Service Organization and Headmaster
  • Schedule and organize tasks related to special events (some of which are outside the normal school day), including curriculum night, faculty in-services, parent-teacher conferences, study-skills workshop, commencement, virtual school tours, etc.)
  • Maintain relationships with faculty and families.
  • Communicate and engage with families proactively and responsively with positive tone, clear answers, and quick turnaround.
  • Identify roadblocks for family success and solve.
  • Foster a strong customer service focused team.

Additional duties: Assist the Headmaster, as requested, in all non-curricular, non-instructional, and non-disciplinary academy matters.

Qualifications, Competencies, and Strengths

Education and Professional Experience:

  • Bachelor’s Degree required
  • At least 3 years of experience in operations, process improvement, project management, technical development, or a related field

Additional requirements

  • Highest level of trust and discretion.
  • Experience with MS Office
  • seeking team members who are passionately committed to K-12 education, with a combination of technical knowledge, business acumen and interpersonal skills, but who also works well independently to achieve team goals.
  • A track record of results in implementing processes and driving results.
  • Must be able to manage multiple projects and thrive in a fast-paced environment.
  • Strong work ethic combined with a high level of professionalism focused on delivering results.
  • Must always be committed to providing excellent customer service under all circumstances.
  • Exceptional communications skills and the ability to build strong relationships.
  • Excellent interpersonal skills and honest approach to collaboration, communication, teams, and community.
  • Consistent work ethic.
  • Ability to travel up to 10% of time (during non-pandemic times)

Type of clearance:

Must complete Arizona Department of Public Safety fingerprint clearance and background check. Must also successfully complete the Breakthrough coach course in July.

Physical functions: Requires but is not limited to standing, sitting, repetitious hand and body movements, bending, squatting, and reaching. Position does require the movement of shipments up to 50 pounds approximately.

This description reflects management’s assignment of essential functions; it does not exclude or restrict the additional tasks that may be assigned.

Great Hearts Academies is an Equal Opportunity Employer.

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