Overview
Reporting to the Executive Director of City Year San José/Silicon Valley, the Operations Manager will assist the Executive Director with strategic priorities and prioritize and monitor tasks related to the execution and implementation of a broad agenda. He/she/they should approach the work with a cross-functional (department, organization, and community) mindset and will assume primary responsibility for selecting projects and initiatives as directed.
The Operations Manager is a member of the site’s leadership team and serves as a trusted advisor to the Executive Director. When directed, he/she/they will provide oversight on time sensitive issues and initiatives that include cross-functional, organizational, and community dimensions.
Responsibilities
Site Strategy and Special Initiatives
- Monitor all of City Year San José/Silicon Valley’s operating goals by working with department leadership to provide internal and external reporting. Ensure the Executive Director is aware of recommended actions and ensure response interventions are executed.
- Collaborate with Executive Director and site leadership to manage the implementation, review, and modification of City Year San José/Silicon Valley’s strategic plans. Ensure departmental and site-wide progress is met and remains aligned with staff capacity, financial resources, and stakeholder support.
- Partner with Executive Director to determine how to support managing key strategic relationships with key stakeholders (e.g. public officials, school and district partners, business leaders, etc.) and/or key initiatives (e.g. Site Advancement Plans, etc.).
- Facilitate interdepartmental collaboration by coordinating committees / working groups and organizing and leading staff meetings and retreats.
- Facilitate and coordinate various staff engagement activities including creating and soliciting content for the monthly Bridge Builder newsletter
Advisory Board
- With direction from the Executive Director and in conjunction with the Executive Assistant and Government Relation f will manage meetings and materials, retreats, and communications of the Advisory Board.
- Serve as staff liaison to the Nominations & Governance Committee and Corps Member Experience Committee.
Human Potential
- Lead the site’s work on Diversity, Belonging, Inclusion, and Equity (DBIE) strategies including the DBIE Council, developing and implementing a DBIE strategic plan, and provide guidance on initiatives including learning opportunities and affinity groups
- Provide consultation and direct services related to employee relations practices that promote unity, positive employer – employee relationships, and morale.
- Creation, implementation, and feedback of the site’s employee engagement plan-Surveys
- Inform and educate staff members on organizational resources, benefits, policies, employment opportunities, and the site’s emergency contingency plan.
- Serve as a resource to staff and AmeriCorps members with workplace related questions, comments, and / or concerns.
- Collaborates with the City Year Headquarters People Team on the above to ensure that City Year San José/ Silicon Valley is consistent with policies, procedures, and benefits of City Year, Inc.
- Serve as assistant with written letters or documents sent to internal and external stakeholders
Recruitment and Hiring Management
- Lead the talent acquisition process for staff positions including sourcing talent, recruiting, hiring, onboarding, orientation, and training.
- Manage recruitment and hiring lifecycle for staff positions, including interview scheduling, preparing interview materials, and maintaining candidate files, conducting phone screens and reference checks for any appropriate positions
- Manage onboarding processes and systems in conjunction with the Executive Assistant
Budget Development and Financial Monitoring
- Monitor site’s financial progress and ensure all departments are forecasting how they will finish in the black at least every other month.
- Analyze financial statements and revenue projections and prepare reports for ED and Board Finance Committee.
- Lead annual budget development process in consultation with Executive Director and site leadership.
- Collaborate with Executive Director, site leadership and HQ Finance to identify cost savings and revenue generation opportunities, prepare program budgets, and align operating budgets with strategy and donor intent.
- Provide training and support to department finance leaders.
Qualifications
- Previous project management experience involving balancing the needs of multiple stakeholders
- Strong attention to detail with a focus on results and process solutions-oriented critical thinker with strong problem-solving skills
- Strong track record of learning new technology systems and tools quickly
- Able to work effectively under pressure, handle competing priorities and respond to short deadlines with a team and independently
- Excellent customer service skills; able to balance own projects against the needs of others
- Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint); experience with SharePoint a plus experience with and commitment to community service, national service and/or the development of young people as leaders
- Previous experience with diversity and inclusion best practices and/or program facilitation
- Strong inter-personal and written communication skills
- Ability to analyze data to draw conclusions
- Commitment to education equity and social justice
- Must be able to sit/work at a computer for extended periods of time Compensation and Benefits
- Strong project management and organizational skills, and the ability to manage multiple priorities in a complex environment
- Excellent analytical, verbal and written communication skills along with a high level of diplomacy, discretion and problem-solving ability
- Proven success in developing collaborative relationships, and a successful track record of providing successful advice and counsel to senior leaders
- Experience conducting conflict resolution, coaching, and group facilitation exercises
- Deep understanding of City Year’s mission and core values