Operations Manager

Salome Urena Campus (4600 Broadway)

$45000 - $55000 / year

Position Summary:

The Operations Manager ensures that all business practices and operational issues at the Salome Urena Campus, including but not limited to issues related to SONYC programs for MS 322, MS 293, Adolescent Literacy, OCS/21^st Century, Adult Education, Success Mentors, Teens in Action, Parent and Community Engagement, Youth Basketball League, Information Systems, DOE sub-contracts with all three schools on the campus as well as DOE Facilities are addressed in a timely manner. The Operations Manager will collaborate closely with internal stakeholders including, but not limited to, Payroll, Fiscal, IT, Facilities, TMHR in supporting the implementation of Children's Aid strategic and effective practices. In this capacity, the Operations Manager serves as a liaison between the Community School Director and the SU Campus management team around business and operations practices; coordinates and implements training for site-level administrative support staff; oversees and supervises site's payroll process; orients new staff to Children's Aid business practices; and oversees continuous improvement of business practices at SU Campus.

Reporting to the Community School Director, the Operations Manager will collaborate with the management team on setting standards of efficiency, and streamlining processes, and procedures. They will advise the management team on effective practices, compliance implications, and improved systems and processes.

The ideal candidate will have a demonstrated commitment to customer service, teamwork, and meeting deadlines. They will be detail-orientated to accurately execute, monitor, and analyze accounts while understanding the bigger picture to effectively communicate operational and institutional policies. Excellent communication skills, both verbal and written, with high aptitude for analytical and critical thinking, as well as, ability to multi-task and prioritize are key skills needed in this position.

Working with the SU Campus management team, the position also contributes to the development and implementation of site based strategies, policies and practices.

Essential Duties

• Improve the operational systems, processes and policies in support of organizational/departmental mission -- specifically, support better management reporting, information flow and management, business process and organizational planning geared toward operational excellence while minimizing risk to agency.
• Manage and increase the effectiveness and efficiency of support services (including but not limited to TMHR, Payroll, IT, Facilities), as it relates to the delivery of services through improvements to the coordination and communication between support services.
• Contribute to short and long-term planning and strategy as a member of the SU Campus management team.
• The Operations Manager will collaborate closely with internal stakeholders including, but not limited to TMHR in implementing strategic and effective practices.
• Point person for SU Campus with Payroll dept. around WorkfForce1, including but not limited to, maintaining and tracking SU Campus staff hours.
• Ensure SU Campus staff fully transition to WorkForce1 and away from paper timesheets.
• Payroll management, including tabulation of accrued employee benefits including vacation releases.
• Preparing, verifying (ensuring everyone filled out a timecard, rosters are correct and that nothing is missing) and submitting payroll for employees; handle payroll issues as needed.
• Disbursement of checks for SU Campus payroll/expenses.
• Ensure all SU Campus employees are paid regularly and on time.
• Work with SU Campus managers to ensure all required personnel forms are being submitted.
• Ensure all SU Campus staff and volunteers have proper clearances and required background checks, and fingerprinting as s/he maintains the DOH FAMS system updated.
• Ensure that new staff are oriented to Children's Aid, DOE and DOH requirements and policies.
• Have new hire resources available (computers, thumb drives, mobile phones, if needed).
• Point person with SU Campus for management of Workplace orders, issues and closing of all invoices on a monthly basis.
• Monitoring and reporting on monthly advances/open purchase orders.
• Process stipends as needed.
• Work with the Youth Services Division (YSD) Central Operations to process time sensitive payments, as needed.
• Management of subcontracts and work with central YSD team to ensure timely payments.
• Collection of documentation for NY Times reporting.
• Handle MetroCard requests for SU Campus.
• Set and lead high standards for internal and external customer service.
• Supervise/Co-supervise part-time office staff, when available & create their work schedules.
• Maintain archives in storage & create/maintain system for retrieval as needed and regular purging.

Minimum Qualifications:

• Commitment to Children's Aid mission.
• Associate Degree or higher in Business Management, Human Resources, or a related field or 5 years' experience in a similar position.
• Proficient in English and Spanish

Key Competencies:

• Proficient in computer skills, including Excel, Word, Outlook, Google, and Access.
• Strong verbal and written communication abilities with a collaborative management style.
• Experienced in government contract management and operations management, implementing best practices.
• Demonstrated leadership in managing major projects or initiatives, with excellent project management and organizational skills.
• Committed to high professional ethical standards, diversity, and a fast-paced work environment.
• Passionate about helping youth succeed, with the ability to manage relationships and influence outcomes.
• Skilled in handling sensitive information with discretion, and known for being hardworking, organized, patient, and friendly
• Have demonstrated ability to manage relationships and collaborate with key stakeholders in order to influence outcomes and ensure smooth operations to support SU Campus' goals

Children's Aid will conduct a prompt and thorough investigation of all allegations of discrimination, harassment, retaliation, or any violation of the Equal Employment Opportunity Policy in a confidential manner and will take appropriate corrective action, if and where warranted. Children's Aid prohibits retaliation against employees who provide information about, complain about, or assist in the investigation of any complaint of discrimination or violation of the Equal Employment Opportunity Policy.

The incumbent is expected to work a schedule, whether in-person or hybrid, as determined by the department's needs to facilitate effective collaboration with the team. This flexibility is essential for maintaining seamless communication, fostering teamwork, and ensuring the smooth operation of the department's processes. The position's requirements are subject to periodic review and adjustment based on organizational needs and changes in work dynamics.