About The Role
The School
Operations Associate is responsible for assisting/directing
the planning, development and implementation of duties and projects related to
School Academic Systems, Sports Activities, Transport, Meal Services,
Educational Technology, Library, IT Services, Facilities Management,
Procurement and Finance and Administration.
Promoting
Nova’s Values and Beliefs
Fully
embrace Nova’s values and beliefs.
Promote
Nova’s values and beliefs to students, staff, other faculty, parents, and
members of the outside community.
Key responsibilities for the role include:
Day-to-Day
Operations
- Drive operational excellence in daily school
operations.
- Ensure smooth campus operations, including
evening, weekend, and holiday activities.
- Liaise with school leadership, academic team,
and operations team for seamless operations.
- Support various aspects of school operations
(Library, Student Support Services, Kitchen operations, Sports Activities,
etc.).
- Plan, assign, and direct contract/casual staff,
including cleaning and security.
- Appraise staff performance, recommend any
rewards and discipline steps for contract/casual staff, and address
complaints and resolve problems.
Project
Implementation
- Assist with the implementation of initiatives by
the Operations team.
- Support project execution related to school
goals, including renovation, construction, new policies/systems, etc.
Space
Allocation & Management
- Lead allocation and management of school
spaces/facilities.
- Ensure stakeholders are informed of any changes
or issues in good time.
- Secure and prepare spaces/equipment/facilities
for school events at least 7 days prior.
Uniform
Management
- Act as a point person between Procurement and
school leaders for uniform changes.
- Support the execution of new uniform designs.
- Ensure updated uniform brochures are available
for parents and included in parent newsletters.
Health,
Safety, and Compliance
- Contribute actively to the success of the
school’s Health & Safety Committee.
- Ensure compliance with all national and county
government regulations (permits, licenses, certificates, etc).
- Maintain well-filed and accessible school
registration documents.
- Conduct daily facilities and spaces
walkthroughs, providing daily reports with photos.
- Conduct weekly and bi-weekly facilities and
infrastructure walkthroughs, providing detailed reports.
- Ensure timely identification and actioning of
all repair and maintenance needs, while providing regular updates to
stakeholders.
- Complete and communicate the safety drill
calendar and procedures, document drill reports, and implement feedback.
Assets
and Resource Management
- Maintain the school asset register and ensure
monthly reviews by the School Leader..
- Manage school assets through their life cycle,
from acquisition to disposal.
- Sensitise teammates and students on responsible
resource use, e.g. water and electricity.
- Address teammate needs (repair of furniture,
fittings, restrooms) within 48 hours, closing out issues within 5 days.
Financial
Management
- Track the school’s OPEX budgets and
expenditures, ensuring compliance and maximising savings.
- Serve as the school’s Procurement Launch point
person, preparing the budget, leading procurement in liaison with the
Procurement team, receiving and tracking deliveries, attending relevant
meetings, and providing regular updates.
- Receive, review, and store Procurement Launch
& mid-year supplies and deliveries.
- Prepare resource-efficient budgets for major
school events (Big Events), obtain approvals, and share post-event
reports.
- Prepare annual special billing revenues budgets
and lead post-reviews.
- Liaise with the Dean of Students/Associate Dean
of Students and vendors for the timely processing of invoices and
payments.
- Share Purchase Requests (PRs) with the School
Leader twice a week, ensuring clear item narration and timely PR
processing.
- Maintain positive relations with vendors,
consultants, and suppliers, ensuring good communication and customer
experience.
Leadership
and Professionalism
- Maintain professional grooming and dress code,
modelling high expectations.
- Volunteer for tasks, displaying courtesy,
friendliness, and respect to stakeholders.
- Bring a solutions-driven mindset to all
engagements.
- Project warmth, positivity, and optimism in
interactions.
- Respond to written communication within 24
hours.
- Ensure meeting preparedness by diarising
meetings, arriving early, providing updates, meeting timelines, and
contributing thoughtful input.
- Collect, analyse, and present data at least
three times a term for data-driven planning.
- Prepare timely, concise, and accurate written
communication.
- Take responsibility for tasks, seeing them
through to completion with a plan, realistic timelines, and budgets.
- Maintain an organised Google Drive folder for
role-specific documents, accessible by the School Leader, line coach, and
school team.
Skills and Qualifications required:
- A Diploma/ Bachelor’s Degree in Business
Administration, Management or Economics.
- A minimum of 4 years of related work experience,
preferably in business operations, project management, marketing, event
management and/or finance operations.
- At least 1-2 years spent in a leadership/
supervisory role demonstrating progressive responsibility.
- Superior problem-solving and planning skills
- Highly developed organisational, communication
and presentation skills
- Good competence in Microsoft packages, such as
Microsoft Excel
- Superior interpersonal skills as demonstrated by
the ability to form professional relationships at all levels of the
organisation and with appropriate external stakeholders
How to Apply
