Operations Manager

New York City, NY-posted 4 months ago

Full-time • Mid Level

New York City, NY

5,001-10,000 employees

Justice, Public Order, and Safety Activities

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The New York City Department of Youth and Community Development (DYCD) invests in a network of community-based organizations and programs to alleviate the effects of poverty and to provide opportunities for New Yorkers and communities to flourish. DYCD's initiatives include COMPASS, the City's comprehensive afterschool system, Beacon Community Centers, adult and youth literacy programs, youth employment programs, services for runaway and homeless youth, community safety programs, and community development programs. DYCD also collaborates with other City agencies on a range of mayoral initiatives to improve City services and ensure greater opportunities for minority and immigrant youth and families. This role would be situated within the Bureau of Planning, Program Integration, and Evaluation (PPIE), whose mission is to design tools, processes, and policies to drive growth, impact, and innovation that make DYCD, its programs, and CBOs more effective. PPIE drives the implementation of best practices and data-informed decision-making both internally and externally. The Bureau supports continuous improvement through capacity building and training to DYCD staff and providers; analyzing and elevating data and community voices; convening stakeholders; increasing funding for innovation and expansion; and developing centralized approaches and systems to support a unified vision for DYCD.

Oversee the development and approval of Bureau budgets, including Capacity Building and Evaluation contracts; Federal, State, and private grants; and other budgets managed by the Bureau as needed and maintain monitoring and reporting protocols for budget spenddown.
Facilitate and track registration of PPIE-related contracts in PASSPort and DYCD's internal systems.
Structure and maintain organizational systems for PPIE, such as Sharepoint and MS Project.
Manage and track invoice submission and processing.
Act as the content expert in PPIE on relevant administrative systems (PASSPort, DYCD internal systems, federal grant systems, etc.).
Input procurement information into PASSPort (e.g., RFP questionnaires, procurement document uploads).
Provide administrative support for grant awards, including coordination of procurement actions, budget approval, and system entry.
Act as a liaison to other operations units at DYCD, including the central Agency Operations team.
Act as a liaison to administrative units within DYCD to move PPIE contract, procurement, and budget processes forward.
Development and tracking of internal PPIE Standard Operating Procedures (SOPs) for the Bureau and individual Offices within the Bureau.
Support the design and tracking of metrics to illustrate PPIE's impact and conduct appropriate performance management.
Plan Bureau-wide professional development opportunities based on identified needs and available resources.
Follow up on requests submitted to PPIE for support via ServiceNow or other ticket system.
Coordinate the updating of DYCD's public-facing Document Library with appropriate units.
Liaise with DYCD Communications team to develop and maintain PPIE branding standards and templates for presentations, agendas, and documents.
Other tasks as assigned.

A master's degree from an accredited college in economics, finance, accounting, business or public administration, human resources management, management science, operations research, organizational behavior, industrial psychology, statistics, personnel administration, labor relations, psychology, sociology, human resources development, political science, urban studies or a closely related field, and two years of satisfactory full-time professional experience in one or a combination of the following: working with the budget of a large public or private concern in budget administration, accounting, economic or financial administration, or fiscal or economic research; in management or methods analysis, operations research, organizational research or program evaluation; in personnel or public administration, recruitment, position classification, personnel relations, employee benefits, staff development, employment program planning/administration, labor market research, economic planning, social services program planning/evaluation, or fiscal management; or in a related area. 18 months of this experience must have been in an executive, managerial, administrative or supervisory capacity. Supervision must have included supervising staff performing professional work in the areas described above.
A baccalaureate degree from an accredited college and four years of professional experience in the areas described in '1' above, including the 18 months of executive, managerial, administrative or supervisory experience, as described in '1' above.

Strong oral, written communication, and Excel skills.
Knowledge of NYC administrative systems (e.g., PASSPort) and/or DYCD systems.
Comfortable learning new data and administrative systems quickly.
Expertise in budget and contract management.
Excellent project management skills, including ability to develop and manage processes involving multiple stakeholders and deadlines.
Proven record of establishing strategic relationships quickly and effectively.
Experience developing processes for large and varied teams.

Public Service Loan Forgiveness eligibility.
New York City residency requirement within 90 days of appointment.

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