Manager, Operations

City Year•San Jose, CA

3d•Hybrid

About The Position

The Operations Manager will work with the Operations Team to lead and optimize the systems, processes, and day-to-day execution of site operations. On a daily basis, the Operations Manager will oversee office operations, financial processes, vendor management, and cross-functional operational support while ensuring a high-functioning, mission-aligned workplace environment. The Operations Manager will report to the Chief of Staff and will manage operations-related workflows and potentially oversee staff or coordinators supporting operational functions. The role will be based at the City Year Bay area office.

Requirements

Bachelor’s degree or equivalent experience in operations, business administration, or related field
Experience managing budgets, financial processes, and vendor relationships
Experience managing or leading teams and/or cross-functional initiatives
Demonstrated experience improving systems, processes, or workflows to increase operational efficiency
Strong analytical skills with experience using data to inform decision-making and improve processes
Experience managing projects from planning through execution, including coordinating stakeholders and resources
Authorized documentation to work in the United States of America
Criminal background history clearance to work with school-age children, depending on the position
Valid Driver’s License and reliable transportation

Nice To Haves

Experience managing direct reports or leading teams
Experience in nonprofit or education-focused organizations
Familiarity with financial systems, HR processes, and operational tools
Experience with compliance, risk management, or organizational policies and procedures
City Year/AmeriCorps experience is a plus
Advanced Excel skills (data analysis, reporting, budgeting)
Proficiency in Microsoft Office (Word, PowerPoint, Outlook)
Experience with project tracking and workflow tools
Strong data analysis and reporting capabilities
Experience with shared systems (e.g., SharePoint, internal operations platforms)

Responsibilities

Lead and continuously improve site operations, systems, and workflows to ensure a highly efficient, organized, and mission-aligned workplace that delivers an exceptional staff and visitor experience.
Oversee daily operations to ensure a highly efficient, organized, welcoming, and mission-aligned workplace.
Develop, implement, and continuously improve operational policies, systems, and workflows to support organizational effectiveness.
Manage office operations including procurement and inventory of office supplies, uniforms, equipment, and other operational resources.
Receive, distribute, and coordinate mail, packages, deliveries, and other site logistics.
Coordinate and provide frontline support for technology and office equipment needs, serving as a liaison with internal and external IT support partners as needed.
Maintain inventory and oversee an offsite storage unit, partnering with departments to ensure supplies, materials, and resources are procured, stored, and distributed effectively.
Serve as a primary point of contact for guests, visitors, vendors, and community partners by maintaining a professional and welcoming front desk and office environment.
Lead site financial operations, including budget tracking, accounts payable/receivable, and expense reporting.
Analyze financial and operational data to inform decision-making, identify trends, and drive improvements.
Partner with leadership to align resource allocation with site priorities.
Serve as a key cross-functional partner, aligning operations across teams to support site-wide priorities and initiatives.
Translate organizational priorities into clear operational plans, systems, and workflows.
Collaborate with internal teams to ensure strong communication and coordination.
Support planning and execution of major events and organizational initiatives such as Annual Gala, Service Projects, Opening Day, Graduation, Learning & Development Days, and others throughout the year.
Support hiring, onboarding, and HR-related operational processes in partnership with site leadership.
Support onboarding and offboarding of AmeriCorps members.
Support with interviewing and recruitment of AmeriCorps members.
Serve as a resource to staff on operational systems, tools, and processes.