Operations Specialist

Summary: An Operations Specialist performs office work directly related to the management or general business operations of a specific BASEC site during the academic year, and of a vacation program site during applicable weeks. BASEC sites are out-of-school time programs that develop creative, resilient, resourceful, and responsible youth in grades K – 12.

Core Responsibilities:

• Utilize BASEC policy and work with BASEC Directors to successfully administer the site.
• Apply EEC and DPH regulations to decision-making process.
• Empower BASEC Curriculum Specialists and Educators through accurate communication, record-keeping, and transition facilitation.
• Exercise ownership over the successful record keeping and application of data maintained within BASEC records on the implementation of daily programming.Use discretion, judgment, and care as the steward of student information and the main point of contact for BASEC parents and guardians.

Administration and Record Keeping

• Maintain (i.e., administer, collect, update, monitor, and apply) centralization of all accurate staff, student, and licensing files and records as outlined by the BASEC Handbook, EEC, and the Town of Belmont Health Department licensing frameworks. Records include health, personal information, registration and attendance, accident and incident reports, and enrollment data.
• Maintain daily student attendance, including absence reports from parents, add-a-days, schedule changes, and activity logs to accurately reflect student participation each day.
• Utilize technology, such as BASEC’s database, to efficiently and effectively manage and apply the student data that structures operations, including student schedules, health, authorizations, transportation, and other plans.
• Use discretion in the implementation of BASEC standard operating procedures (e.g., executing registration procedures, licensing record maintenance, etc.)
• Keep BASEC current with Department of Public Health and Department of Early Education and Care licensing requirements.

Communication

• Use independent judgement as a primary point of contact for BASEC site—including both the need to respond directly and with expediency to in-person parent inquiries, as well as more deliberately, being responsible for the site’s email account—in delivering answers to stakeholders and/or routing information to appropriate BASEC Directors, Specialists, or Educators.
• Maintain the central communication hub for the BASEC site, including but not limited to:
  • Calling for Workshops;
  • Calling for student pickup, referencing activity log where appropriate;
  • Providing reminders to all locations regarding upcoming transitions;
  • Fielding and initiating phone calls to parents regarding unanticipated absences or other information.
• Creating and displaying physical and electronic information for parents about upcoming events and programming.
• Ensure proactive communication with members of the BASEC leadership team through scheduled meetings and other vehicles.

Student Activity Management

• Ensure that arrival and departure plans are followed.
• Utilize lists to call Workshop groups and otherwise facilitate transitions to and attendance for Workshops.
• Manage Activity Log.
• Working closely with the Site Directors to manage the operations of daily programs, participating with teachers and students to support the program and gain insights into the effectiveness of various activities and techniques.

Calendar and Scheduling

• Implement and maintain calendar and scheduling systems that support effective student participation, including but not limited to:
  • Medication administration;
  • Daily reminders regarding student activity and tasks that support operations;
  • Tutoring calendar.
• Book field trips, prepare student attendance, medication lists, and appropriate staffing first aid/travel bags.

Space Administration

• Coordinate and communicate room usage.
• Ensure spaces are unlocked and locked when appropriate.
• Assist in checking that spaces are appropriately cleaned and maintained to BASEC’s classroom use standards.

Other Responsibilities

• Participate regularly in developmental programming to remain current on trends and innovations in the field.
• Other duties as requested or needed.

Qualifications:

• See: EEC Qualifications 102 CMR 7.00
• Positive, constructive attitude, eager to refine expertise and elevate BASEC programming.
• Strong organization skills
• Ability to multitask in a fast-paced, high-energy environment
• Proficient using databases (Rediker).
• Proficient in Excel, Word, Google Suite.
• Computer literacy required.
• Attaining First Aid/ CPR certification.
• Attending mandatory staff meetings.
• Completing all mandatory trainings required by the EEC; professional development that is offered through BASEC and outside approved professional development opportunities. Please see staff handbook for required hours.

Compensation/Benefits

• Paid Time Off: Accrue three PTO days at the start of each fiscal year (prorated for your start date for this 2023 – 2024 fiscal year) and thereafter accrue two days of PTO at the end of each month worked;
• Paid days off for 13 national/state holidays;
• Membership (optional) in our health insurance group with BASEC contribution of 75% and accompanying HRA benefit of 50% reimbursement of any health insurance deductible expenses;
• Membership (optional) in our dental insurance group with BASEC contribution of 50%;
• Membership (optional) in Flexible Spending Account (FSA) plan (option available at the start of each fiscal year, September 1);
• Employer-paid life, long-term disability, and short-term disability insurance;
• Optional participation in BASEC’s 401k retirement savings plan;
• Up to $1,000.00 in tuition reimbursement annually.