Director of School Operational Vitality, The Chancery

Diocese of San Jose; San Jose (CA); On-site; USD 132,000 - 150,000; Full time

Job summary

Diocese of San José seeks a Director of School Operational Vitality to lead financial planning, enrollment strategy, and systems management across 25 Catholic schools. The role centers on sustaining operations, optimizing tuition models, and guiding marketing initiatives to grow enrollment while ensuring data integrity and regulatory compliance.

The ideal candidate will bring 5+ years in data/finance within Catholic education, advanced Excel and Power BI skills, and a collaborative approach to

Qualifications

• Bachelor’s degree in business, finance, data science, education, or related field.
• Minimum of five years of professional experience in data analysis, finance, advancement, or school operations.
• Familiarity with Catholic school systems or educational settings preferred; Catholic school experience is a plus.
• Advanced proficiency in Excel and data visualization/reporting tools.
• Knowledge of enrollment and financial systems, such as TADS, is preferred.
• Strong organizational skills and attention to detail, with the ability to manage multiple projects and data streams.
• Excellent analytical and problem-solving abilities; translate data into actionable insights.
• Highly effective communication and interpersonal skills; collaborate across teams.
• Willing to support Catholic teachings and values.

Responsibilities

• Lead budgeting, financial planning, and reporting to support long-term stability for all diocesan schools.
• Set tuition and fee guidelines and monitor revenue and scholarship models.
• Produce monthly financial reports and risk assessments for diocesan leaders.
• Oversee enrollment and marketing analyses across 25 diocesan schools to inform strategy.
• Manage systems like TADS, Power BI, SharePoint; ensure data integrity and security.
• Develop and train staff on financial and enrollment processes.
• Collaborate with IT and departments to meet regulatory requirements.
• Support facility and capital improvement planning and operations.

Skills

Data analysis

Analytical thinking

Organizational skills

Communication skills

Collaboration

Independent work

Education

Bachelor’s degree in business, finance, data science, education, or related field

Tools

Excel

Power BI

SharePoint

Workday

QuickBooks

QVinci

TADS

Job description

POSITION SUMMARY:

The Director of School Operational Vitality plays a critical role in advancing the mission of Catholic education in the Diocese of San José by providing leadership and expertise in ensuring the operational sustainability and growth of Catholic schools in the diocese. This position is responsible for adopting and maintaining standards for operational vitality in the areas of financial and operational planning, funding, enrollment, marketing, and facilities improvements.

ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE THE FOLLOWING:

(other duties may be assigned)

Financial Management

• Drive the budgeting, financial planning, and management to ensure long-term stability, including budgets, forecasting, tuition & scholarship models, funding strategies, and financial reporting to maximize resources for all schools within the Diocese.
• Establish guidelines for setting tuition and student fees across all schools.
• Drive the generation of regular reports on tuition and student fees and payments across all schools, ensuring accurate tracking, trend analysis, and alignment with financial sustainability goals.
• Establish guidelines for the diocesan-wide tuition assistance process, develop protocols, communicate deadlines, support equitable decision-making, and coach school leaders in implementation.
• Generate monthly financial reports and analysis for presentation to the Department of Catholic Schools. These reports should include trend analysis and financial and operational risk assessments. Proactively and collaboratively work with the Department of Catholic Schools on solutions for presentation to diocesan leadership. Once recommendations are approved, collaborate with school leaders on implementation.
• Provide training to school finance staff to interpret financial reports and understand the tuition assistance processes.
• Monitor the accurate and consistent use of enrollment, finance, and fundraising systems such as TADS across all diocesan schools.
• Lead the development and maintenance of financial policies and procedures for all schools in alignment with diocesan policy.
• Utilize the Enrollment & Finance Matrix to identify and partner with schools in the Turnaround Program.

Marketing & Enrollment

• Support efforts to increase enrollment via diocesan-wide strategies and marketing plans.
• Generate monthly reports and analysis on enrollment trends and key performance indicators across all 25 diocesan Catholic schools and present these to diocesan leadership.
• Using the Enrollment Matrix, identify schools with enrollment concerns or at-risk metrics, and collaborate with Directors of Enrollment and Marketing to interpret data reports and develop local action plans to improve enrollment and retention outcomes.
• Investigate and implement an accurate, centralized database of prospective families by partnering with school-based Directors of Enrollment and Marketing to track inquiries, applications, and pipelines.
• Ensure seamless integration of various data sources to provide a holistic view of student information and financial metrics.
• Identify and analyze trends in student enrollment, financial aid, and tuition to assist leadership with making informed decisions.
• Track and report on demographic shifts and local market trends to inform school-specific and system-wide enrollment strategies.
• Partner with the Diocesan Department of Communications to ensure school marketing and messaging are aligned with diocesan-wide branding and communication strategies.

Systems Management

• Oversee the management, maintenance, and optimization of TADS modules used for school operations and data reporting.
• Ensure the integrity, accuracy, and security of student, staff, and operational data across all platforms.
• Administer and support key systems, including, but not limited to:
  • Data Analytics and Reporting Tools
  • Microsoft Power BI dashboards and
  • SharePoint site. (To be implemented in 2026)
• Administrative and Operational Systems for the department: Workday, QuickBooks, QVinci.
• Monitor system performance and implement updates, integrations, or process improvements to enhance operational efficiency.
• Collaborate with IT, department staff, and administration to ensure systems meet departmental and regulatory requirements.
• Maintain documentation, training resources, and best practices to support staff use of all systems.
• Conduct periodic audits to validate data quality, reporting accuracy, and system compliance.

Facilities Management & Improvements

• Develop policies and guidelines for schools on facility maintenance and capital improvement plans to ensure operational efficiency and effectiveness.
• Train the school leaders on these policies and guidelines to ensure consistency and compliance.
• Assist in the assessment and allocation of resources for facility needs, ensuring safety, functionality, and attractiveness.

Support the Efforts of the Superintendent and the Department of Catholic Schools

• Support department areas of focus
• Collaborate closely with the Department of Catholic Schools team, Chancery departments, pastors, principals, and school/parish locations.
• All other duties as assigned by the Superintendent of Schools.

Qualifications

• Bachelor’s degree in business, finance, data science, education, or a related field
• Minimum of five years of professional experience in data analysis, finance, advancement, or school operations
• Familiarity with Catholic school systems or educational settings preferred; Catholic school experience is a plus
• Advanced proficiency in Excel and data visualization/reporting tools. Has the ability to perform complex data analysis, create dynamic reports, automate tasks, and handle large datasets efficiently.
• Knowledge of enrollment and financial systems, such as TADS, is preferred.
• Strong organizational skills and attention to detail, with the ability to accurately manage multiple projects and data streams.
• Excellent analytical and problem-solving abilities, translating complex data into clear, actionable insights.
• Highly effective communication and interpersonal skills, with the ability to collaborate across diverse teams.
• Commitment to working independently while also being a proactive member of a collaborative team environment.
• Practicing Catholic preferred.
• Has knowledge of the Catholic Church structure, culture, and its mission.
• Willing to support teachings and values of the Catholic Church.
• Able to build professional trust, partner with stakeholders, and lead collaboration within and among diocesan offices.
• Travel and work long hours as may be required from time to time.

Salary Range: $131,681.00 to $150,000.00 per year based on education and experience.