Operations and Facilities
Product and Program Management
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
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.
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.
City Year helps students and schools succeed. Fueled by national service, City Year partners with public schools in high-need communities toprepare students with the skills and mindsets they need to thrive in school and in life. Diverse teams of City Year AmeriCorps members serve full-time as tutors, mentors, and role models, providing research-based student, classroom, and whole school supports to help students stay in school and on track to graduate from high school, ready for college and career success. A 2015 study shows that schools that partnered with City Year were up to two to three times more likely to improve on mathematics and English language arts assessments.
With our partners, City Year is contributing to a bold vision of what public schools can and should be for all children: places of learning, exploration, growth and risk-taking.
City Year is among the nation’s fastest-growing nonprofit socialenterprises. Theorganization’s 900 staff and 3,000 AmeriCorps members work and serve in 29 communities across the country, including Boston–where City Year was founded in 1988 and is headquartered–and Baton Rouge, Buffalo, Chicago, Cleveland, Columbia, Columbus, Dallas, Denver, Detroit, Jacksonville, Kansas City, Little Rock, Los Angeles, Memphis, Miami, Milwaukee, New Hampshire, New Orleans, New York, Orlando, Philadelphia, Providence, Sacramento, San Antonio, San José/Silicon Valley, Seattle/King County, Tulsa, and Washington, D.C. City Year also has international affiliates in South Africa and the United Kingdom.
A proud member of the AmeriCorps national service network, City Year is supported by the Corporation for National and Community Service, local school districts and private philanthropy from corporations, foundations and individuals. City Year has earned Charity Navigator’s highest rating since 2003, certifying our commitment to accountability, transparency, and responsible fiscal management. Less than one percent of rated organizations have received this distinction for more than 15 consecutive years, placing City Year among the most trustworthy nonprofits in America. Learn more atwww.cityyear.org, City Year’sFacebook page, onTwitter, andLinkedIn.