Aug 09, 2019

Operations Manager

  • City Year
  • San Antonio, TX, USA
Full-time Administrative Operations and Facilities Product and Program Management Customer Success School Support

Job Description

The Operations Manager will support the day-to-day operations of the site, playing a critical role in ensuring staff and corps have the necessary tools and resources to drive student impact and operational excellence. Reporting to the Chief of Staff, the Operations Manager will be responsible for the management of all-office related issues including: budget and expense tracking (including processing of accounts payable and receivable), uniform management, vendor relations, and facilities. The Operations Manager will also serve as the technical support representative of all Information Technology concerns (computers, mobile hotspots and web-based systems), human resource support to staff hiring and professional development, and site event programmatic support as led by the Chief of Staff. The Operations Manager ensures that the City Year San Antonio (CYSA) office is a place of civic engagement, functions smoothly in general operations, and represents the City Year mission.


In partnership with the Chief of Staff, the Operations Manager will support the site through the support of:

Office & Site Operations

  • Maintain relationships with building management and vendors to proactively address issues in a timely manner
  • Manage policies and procedures of site and communal office space to ensure consistent organization and cleanliness
  • Manage the organization and inventory of the CYSA storage shed
  • Establish or improve operational processes and procedures to ensure the site runs smoothly and efficiently
  • Manage assets, space and inventory and ensure policies are implemented and followed. The Ops manager will serve as site administrator of all computer hardware and work with the National information technology staff to assure high quality of customer service to users
  • Target and assess IT issues and needs at the site-level
  • Manage site-wide calendar and ensure the site calendar is consistently up to date
  • Maintain adequate office supplies and materials
  • Serve as lead for phone coverage during office hours for CYSA’s main line
  • Serve as additional support to the Executive Director as needed
  • Write and distribute site's Week Ahead newsletter

People Strategy

  • In partnership with the Chief of Staff, the Operations Manager will:
  • Coordinate applicant interviews and hiring process for open positions
  • Work with hiring managers on processing of all new hire processes for staff
  • Serve as a resource to staff and corps regarding insurance and payroll questions
  • Support Chief of Staff in planning and executing staff meetings and retreats

Site Events and Program Support

  • Attend and support the production of special site-wide events, including: Opening Day, Graduation Day, Kingdom for Kids Playground Builds, MLK Day Initiatives, and 18 Minute Networking.
  • Manage Kingdom for Kids Playground Build Committee
  • Provide programmatic and logistical support to the Chief of Staff and Development Team to ensure whole-site preparation and readiness for event execution
  • Oversee all non-Specialty Market Event venue reservations and catering orders

Budget & Finance Management

  • Serve as the site staff point for fulfilling supplies/order requests (e.g. Staples, Amazon)
  • Administer site financial processes including Walmart/Sam’s card receipts, petty cash reimbursements, supplier requests, invoices, etc
  • Train and support staff in purchasing systems and structures
  • Coordinate travel arrangements for staff and corps travel
  • Manage the budget tracking process for CYSA departments, including school teams
  • Manage the operations department budget and work in partnership with the Chief of Staff to ensure fiscal responsibility across the site
  • Support the Chief of Staff during the annual site budget planning process

AmeriCorps Member Experience and Engagement
In partnership with the Chief of Staff, support the Impact team on key aspects of AmeriCorps Member (ACM) Experience:

  • Collaborate with the Recruitment & Admissions team and Chief of Staff to engage confirmed AmeriCorps members
  • Support registration and onboarding of new AmeriCorps members
  • Manage uniform and nametag ordering and distribution of uniform parts to corps and staff, including monogramming team sponsor jackets.]
  • Coordinate the fingerprinting process for ACMs
  • Coordinate ACM annual bus passes with VIA Metropolitan Transit
  • Review any flyers, letters, or other information created by ACMs for school-wide events in accordance with City Year’s Brand Management policies
  • Occasional support of school team in-kind pick-ups as requested

Participate in Organizational Initiatives:

  • Devote up to 10 days a year to AmeriCorps and/or staff member recruitment process.
  • Attend and help mobilize staff for site-wide events like Opening Day, Power of Women Luncheon, Martin Luther King, Jr. Day, Annual Ripples of Hope Celebration Dinner, Graduation, and other site-wide events.
  • Take lead on at least one extracurricular ACM/staff service experience (e.g. Corps Council, Playground Build, Spring Break, MLK Service, etc.)

Other duties as assigned: The Operations Manager will assume other tasks as delegated by their supervisor.

Required Qualifications

  • BS/BA degree or adequate years of relevant experience
  • 2-3 years of administrative or project management experience
  • Extremely organized and superb attention to detail
  • Experience working in teams to achieve common goals
  • Experience building successful partnerships to achieve mutually beneficial outcomes
  • Excellent communication skills including professional demeanor in communicating in person, email, or via phone
  • Excellent interpersonal skills and demonstrated active listening skills
  • Passion for providing support for both peers and senior leadership
  • Positive can-do attitude
  • Professional work ethic and ability to manage information and confidentiality
  • A demonstrated ability to work independently, meet concurrent deadlines, organize time and priorities, and work well as a dedicated member of a team
  • Proficient of all Microsoft Office applications, especially Outlook, Word, Excel, and PowerPoint
  • Ability to work long hours and some evenings and weekends as needed
  • Strong connection to City Year’s Values and mission
  • Possess a valid driver’s license and vehicle

Compensation and Benefits

Full time employees are entitled to compensation commensurate with experience. Benefits for full time employees include health insurance with Flexible Spending Account, paid vacation, holidays, parental leave, 401K, and more.

City Year is an Equal Opportunity Employer, committed to a diverse workforce. Individuals from all backgrounds are encouraged to apply, including persons with disabilities and veterans.

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