The Managing Director of People and Operations (MD, P&O) will serve as City Year Miami’s main owner of site culture and operational practices to drive outcomes and people satisfaction. This leader will work collaboratively with other department heads to ensure the site is engaging in ways that align to organizational values and aspirations. The MD, P&O will lead the day-to-day operations of the site and plays a critical role in ensuring staff and corps have the necessary tools and resources to drive student impact. This is the perfect position for a culture-loving, people-centered, detail-oriented, highly collaborative individual who is excited about building anti-racist, equitable operational policies and processes at a mission-driven organization that’s partnering with AmeriCorps members, students, and schools to improve educational outcomes for youth in Miami.
Reporting to the Executive Director, you will be responsible for developing and implementing a long-term people and culture plan, implementing an operations plan, as well as 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. You will also play a key role in site culture and staff experience through hiring, onboarding, and culture-building initiatives. This role has two direct reports, the Senior Manager of People and Operations, and the Special Projects Manager.
Site Strategy and Initiatives
Thinking through people and operations strategy with a lens on reaching our goals, the MD, P&O will:
- Manage the development and implementation of a people strategy that supports the site’s strategies and outcomes.
- Support the creation of a scope and sequence for staff meetings to drive site goals
- Support effective internal communications processes at all levels
- Maintain a holistic eye on the aspects of people and operations, and adjust processes and practices as needed
Talent Acquisition and People Experience
Serving as the main HR point of contact, the MD, P&O will maintain a focus on the higher-level people needs and strategies and will:
- Partner with hiring managers to develop and coordinate hiring process and applicant interviews for open positions (support varied from resume reviews and developing interview processes to ensuring best practices are followed to mitigate bias and support a positive candidate experience)
- Works closely with Executive Director and site leadership on engagement strategies for staff and data driven decision-making using Culture Amp. Culture Amp is the leading People & Culture Platform helping companies take action to improve employee engagement, retention, and performance.
- At a high level, coordinate new staff onboarding 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 liaison with City Year headquarters as a part of the People Points community, helping to weigh-in on, develop and communicate out organization-wide policies and practices.
- 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.
- Design and lead staff culture-building initiatives and events, including celebrations and appreciations
- Leads the people working group.
Budget and Finance Management
With an eye for tracking and compliance, the MD, P&O will:
- 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, manage the coordination of travel arrangements for staff and corps.
- Support site and People and Operations department in annual budgeting process and regular budget monitoring; identify areas for cost savings as relevant.
- Lead on and/or support with contract negotiations as needed.
- Lead on all aspects of site budget and finance management.
Health and safety, prevention/management
With a balance of individual and collective needs, the MD, P&Os will:
- Develop and execute health and safety plans in the workplace according to legal guidelines
- Prepare and enforce policies to establish a culture of health and safety (COVID, Hurricane prep, natural disasters, etc.)
- Interface with building management on safety protocols and drills
- Conduct training and presentations for health and safety matters.
- Recommend solutions to issues, improvement opportunities or new prevention measures
- Report on health and safety awareness, issues and statistics
Site Operations and Office Management
With a balance of individual and collective needs, the MD, P&Os will:
- 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, email distribution lists, 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 with site and headquarters processes & procedures. 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.
- Support maintaining City Year’s content management system to ensure effective collaboration and information sharing.
- Lead special projects and change management initiatives including system and equipment upgrades.
- Manage City Year Miami Microsoft Teams environment.
With a spirit of collaboration and collective impact, the MD, P&Os will:
- Leads cross-site collaboration and support Special Projects manager in planning of special projects such as Advisory Board engagement and stewardship, uniforms, internal and external communications.
- Support and participate in other site and national events, including MLK Day, annual Gala, retreats, trainings, etc.
- 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.
- Written and oral communication skills, including the proven ability to teach others new processes.
- Problem-solving skills, with experience building equitable, human-centered processes and finding creative solutions to balance competing priorities.
- Track record of building authentic partnerships and relationships with community members and organizations rooted in anti-racist practices.
- Demonstrated a lived commitment to apply racial, gender and economic justice lenses in both personal and workplace contexts.
- Demonstrated commitment to curiosity and humility as a life-long learner, seeking diverse perspectives and opportunities for self-growth.
- Business knowledge: Displays a depth of understanding of the business including key business and functions and processes and a passion to build business insight. Experience managing budgets and finance.
- Demonstrated commitment to supporting, and coaching people.
Our number one priority is the health and safety of our employees and AmeriCorps members and their families; our students and school partners; and the community at large from COVID-19. Proof of COVID-19 vaccination is required for employment and service – all staff members, including remote staff, and AmeriCorps members are required to be fully vaccinated by November 19, 2021 or by your start date if after November 19, 2021. If you are unable to be vaccinated for medical reasons or sincerely-held religious beliefs, we will consider requests for reasonable accommodation consistent with our policy, and where we are able to provide such accommodations without undue hardship to the organization pursuant to applicable law. Notwithstanding any language herein, City Year will comply with any state, local, or federal orders, statutes, or regulations that may conflict with the COVID-19 vaccination policy.
*Individuals are considered fully vaccinated 14 days after receiving the second dose of a two-dose vaccine (Pfizer or Moderna) or one dose of a single-dose vaccination (Johnson & Johnson).