People & Operations Sr. Manager

City Year•Seattle, WA

2d•Hybrid

About The Position

Reporting to the Executive Director, the POps Sr. Manager will be responsible for the day-to-day management of all-office-related issues such as technology, finance and expense tracking (including processing of accounts payable and receivable), vendor relations, and facilities. They will also play a key role in our site culture and staff experience through hiring, onboarding, and leading culture-building initiatives.

Requirements

Ability to sit for extended periods and occasionally stand or walk
Manual dexterity for typing, writing, and handling office equipment
Visual acuity to read screens and printed materials
Hearing ability to participate in conversations and respond to phone calls
Occasional lifting of items up to 10–20 lbs (e.g., event materials)
Requires a valid driver’s license for travel as part of job duties.
Must have reliable internet access for hybrid work

Nice To Haves

Strong organization and project management skills; able to manage multiple tasks, priorities and stakeholders effectively in a changing and ambiguous environment; ability to generate results and complete projects within deadlines
Strong written and oral communication skills, including the proven ability to teach others new processes
Strong problem-solving skills, with experience building equitable, human-centered processes and finding creative solutions to balance competing priorities
Strong track record of building authentic partnerships and relationships with community members and organizations rooted in anti-racist practices
Demonstrated commitment to curiosity and humility as a life-long learner, seeking diverse perspectives and opportunities for self-growth

Responsibilities

Lead office management protocols, documentation, and communication related to, but not limited to office space, office equipment, common area maintenance, staff contact information and records, listservs, emergency preparedness, staff onboarding, and mandatory staff trainings.
Maintain and improve operational processes and procedures to ensure the site runs smoothly and efficiently, including ensuring staff and corps are fully trained and comply.
Serve as a resource to staff and AmeriCorps members regarding office operations questions and needs and ensure overall site compliance with HQ operational policies and practices.
Maintain quality operations of office IT equipment (computers, printers, hotspot, etc.) and ensure that the office is well equipped with office supplies and materials.
Manage relationships with building management staff and vendors.
Lead special projects including system and equipment upgrades.
Ensure staff understanding and compliance with City Year’s finance, expense, and travel policies, including ensuring all expense reports, purchase card processing, and invoices are accurate and on time.
Oversee and manage the site’s travel budget; coordinate travel arrangements for staff and corps.
Support Executive Director and Staff leads in annual budgeting process and regular budget monitoring; identify areas for cost savings as relevant.
Support with onboarding of AmeriCorps members through ensuring prompt and proper distribution of transportation passes (ORCA cards).
Manage vendor relationships for both ORCA cards and uniforms.
Partner with Learning and Development Director to ensure corps members complete required people and operation trainings.
Support corps with understanding and navigating City Year benefits and HR policies and resources; serve as a point person for HR related policies and questions as needed.
Support and participate in other sites and national events, including MLK Day, annual Ripples of Hope Gala, retreats, trainings, etc.
Coordinate hiring process and applicant interviews for open positions. Duties may include conducting resume reviews and phone screenings, reviewing interview guides and sharing best practices, scheduling interviews, communicating with candidates, building staff competency as interviewers, etc.
Coordinate new staff onboarding logistics to ensure all new staff have the necessary materials, information, and support to start strong. Duties may include reviewing I-9 documents, distributing office equipment, training new hires on office protocols and policies, assisting in orientation / onboarding of new hires, maintaining records, ensuring compliance with mandatory trainings, etc.
Support staff with understanding and navigating City Year benefits and HR policies and resources; serve as a point person for HR related policies and questions as needed.
Design and lead staff culture-building initiatives and events, including celebrations and appreciations.