Operations Manager

City Year•Milwaukee, WI

2d•Onsite

About The Position

The Operations Manager works to ensure that AmeriCorps Members (ACM) and staff have all the materials, information, and support they need to effectively do their jobs. This role will provide top-notch customer service to ACMs and staff to establish efficient operational systems in the areas of Corps administration, uniform management, office operations, and People & Operations to ensure site-wide needs and goals are met.

Requirements

Bachelor's degree or equivalent combination of education and relevant professional experience.
2–4 years of progressively responsible experience in operations, office management, finance administration, or a related field.
Demonstrated ability to manage multiple concurrent projects with competing deadlines and shifting priorities.
Strong financial literacy: tracking budgets, processing invoices, and maintaining purchasing records with a high degree of accuracy.
Proficiency with Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint, SharePoint) and comfort learning new platforms quickly.
Excellent written and verbal communication skills; able to translate policy into clear guidance for staff and corps members.
Ability to physically support facilities work (e.g., moving event walls, lifting and organizing uniform shipments — up to 30 lbs).
Commitment to City Year's mission, values, and culturally responsive practices.

Nice To Haves

Prior service as a City Year or AmeriCorps alum, or experience working within a national service organization.
Experience with fundraising databases and donation platforms (Classy).
Experience managing vendor relationships and commercial lease coordination.
Familiarity with Milwaukee — neighborhoods, MCTS transit, and local civic infrastructure.
Event planning or staff retreat experience.

Responsibilities

Maintain a high standard of facility integrity by reporting maintenance concerns to property management within 24 hours and following up to ensure timely resolution.
Manage relationships with third-party contractors (e.g., carpet cleaners, painters) to sustain office quality.
Monitor building supply and maintenance expenses; update department budget tracking weekly and flag variances to the Sr. Managing Director of Program and Operations.
Conduct weekly walkthroughs of office and training spaces; lead site-wide organizational and cleaning sweeps twice per year (“Winter and Summer Purge”).
Serve as the day-of point person for office support — meeting setup, technology support for Staff and Village meetings, and Learning & Development day-of asks (e.g., moving walls, AV support).
Support staff and AmeriCorps members with parking validation and MUPP enrollment.
Support the Sr. Managing Director of Program and Operations on lease management matters; serve as primary liaison to building management, engineers, and cleaning staff (bimonthly check-ins).
Support with Talent Acquisition: Phone screens, interview material, scheduling, etc.
Partner with HQ and the Sr. Managing Director of Program and Operations to define how and when each platform is used; proactively identify and resolve software/systems challenges in a time-sensitive manner.
Manage CyConnect interface across departments, ensuring resources are sustainably saved; manage privacy settings and troubleshoot in collaboration with HQ IT.
Convene impacted parties within 48 hours of any systems concern and develop a project timeline for resolution.
Maintain the MKE Site Calendar with site and organizational holidays and blackout dates for the upcoming fiscal year.
Support with corps and staff technology management — HP leasing swaps, device troubleshooting, school team device management, and on-site equipment (TVs, monitors, projectors, Canon copier).
Oversee site purchasing systems (Amazon, Walmart, Petty Cash, Bank of America card); lead site education on policy use, develop record-keeping processes, and serve as the thought partner for cardholders.
Place site Amazon orders weekly as needed using the site account.
Update People & Operations department expenses weekly; notify the Sr. Managing Director of Program and Operations if expenses exceed budget.
Lead annual reminders of finance policies at the start of each fiscal year; convene PCard holders bi-annually (SOY and mid-year) to review policy and surface challenges.
Process invoices and vendor contracts within 24–48 hours of receipt; complete purchase requests, travel needs, and invoice reimbursements within one week of receipt.
Develop a check-for-understanding form covering AmeriCorps benefits 101 (MCTS, FoodShare, Mental Health Resources, Healthcare) for use during registration day.
Properly file and maintain emails and grant contracts; oversee production of acknowledgment letters and Development Department mailings.
Provide accurate mailing lists for all development-related campaigns — e-newsletters, stewardship and solicitation mailings, and event-related mailings — and coordinate office-based mailing logistics.
Support Classy maintenance and donation platform management.
Manage the site uniform fulfillment process for both staff and corps members; participate in monthly Uniform Manager calls with HQ; identify and share key site dates.
Receive and inspect uniform shipments for quality and accuracy; organize and hold the site's uniform inventory; collect sizing and build uniform kits for AmeriCorps Members.
Provide proactive feedback to Impact and Development on uniform status and expected completion timelines; organize and facilitate uniform returns and address ongoing uniform needs throughout the fiscal year.
Facilitate AmeriCorps onboarding and offboarding sessions on benefits from AmeriCorps, City Year Inc., and CYMKE-specific site benefits.
Support AmeriCorps members in enrolling and navigating their benefits throughout service; coordinate with HQ personnel on childcare, healthcare, and similar benefits.
Host ACM Benefits Office Hours during the first week of BTA / AmeriCorps start week; alert the Senior Impact Director within 24 hours when a 1:1 benefits concern is raised.
Lead the development and execution of site retreats and internal special events (Village Institutes) that foster connection, appreciation, and centering for staff.
Convene three planning meetings annually with the Milwaukee Institute team to plan the four fiscal-year institutes.
Partner with the staff socials committee to plan the fall and spring staff socials and the Village Holiday Party.
Provide special-project support to Development and Impact departments throughout the year, including the Team Buddies Initiative — ensuring all schools have assigned buddies, holding teams accountable for touchpoints, and tracking budget use.