Manager, Operations

City Year; San Jose (CA); On-site; USD 70,000 - 75,000; Full time

Job summary

City Year Bay Area is seeking an Operations Manager to lead and optimize site operations, financial processes, vendor management, and day-to-day execution. You will oversee office operations and ensure a high-functioning, mission-aligned workplace, reporting to the Chief of Staff.

The role requires building efficient systems, coordinating cross-functional initiatives, supporting staff onboarding, events, and program delivery, and ensuring compliant, timely workflows across departments.

Qualifications

• Bachelor’s degree or equivalent experience in operations, business administration, or related field.
• Experience managing budgets, financial processes, and vendor relationships.
• Experience managing or leading teams and/or cross-functional initiatives.
• Demonstrated experience improving systems, processes, or workflows to increase operational efficiency.
• Strong analytical skills with experience using data to inform decision-making and improve processes.
• Experience managing projects from planning through execution, including coordinating stakeholders and resources.
• Authorized documentation to work in the United States of America.
• Criminal background history clearance to work with school-age children, depending on the position.
• Valid Driver’s License and reliable transportation.

Responsibilities

• Lead and continuously improve site operations, systems, and workflows to ensure a highly efficient, organized, and mission-aligned workplace that delivers an exceptional staff and visitor experience.
• Oversee daily operations to ensure a highly efficient, organized, welcoming, and mission-aligned workplace.
• Develop, implement, and continuously improve operational policies, systems, and workflows to support organizational effectiveness.
• Manage office operations including procurement and inventory of office supplies, uniforms, equipment, and other operational resources.
• Receive, distribute, and coordinate mail, packages, deliveries, and other site logistics.
• Coordinate and provide frontline support for technology and office equipment needs, serving as a liaison with internal and external IT support partners as needed.
• Maintain inventory and oversee an offsite storage unit, partnering with departments to ensure supplies, materials, and resources are procured, stored, and distributed effectively.
• Serve as a primary point of contact for guests, visitors, vendors, and community partners by maintaining a professional and welcoming front desk and office environment.

Skills

Budget management

Team leadership

Process improvement

Data-driven decision making

Project management

Work authorization

Driver's license

Background check clearance

Education

Bachelor’s degree in operations/business

Tools

Advanced Excel

Microsoft Office

SharePoint

Job description

Position Overview

Number of Positions: 1

The Operations Manager will work with the Operations Team to lead and optimize the systems, processes, and day-to-day execution of site operations. On a daily basis, the Operations Manager will oversee office operations, financial processes, vendor management, and cross-functional operational support while ensuring a high-functioning, mission-aligned workplace environment.

The Operations Manager will report to the Chief of Staff and will manage operations-related workflows and potentially oversee staff or coordinators supporting operational functions.

The role will be based at the City Year Bay area office.

Minimum Qualifications

• Bachelor’s degree or equivalent experience in operations, business administration, or related field
• Experience managing budgets, financial processes, and vendor relationships
• Experience managing or leading teams and/or cross-functional initiatives
• Demonstrated experience improving systems, processes, or workflows to increase operational efficiency
• Strong analytical skills with experience using data to inform decision-making and improve processes
• Experience managing projects from planning through execution, including coordinating stakeholders and resources
• Authorized documentation to work in the United States of America
• Criminal background history clearance to work with school-age children, depending on the position
• Valid Driver’s License and reliable transportation

Responsibilities

Operations Management & Process Optimization

• Lead and continuously improve site operations, systems, and workflows to ensure a highly efficient, organized, and mission-aligned workplace that delivers an exceptional staff and visitor experience.
• Oversee daily operations to ensure a highly efficient, organized, welcoming, and mission-aligned workplace.
• Develop, implement, and continuously improve operational policies, systems, and workflows to support organizational effectiveness.
• Manage office operations including procurement and inventory of office supplies, uniforms, equipment, and other operational resources.
• Receive, distribute, and coordinate mail, packages, deliveries, and other site logistics.
• Coordinate and provide frontline support for technology and office equipment needs, serving as a liaison with internal and external IT support partners as needed.
• Maintain inventory and oversee an offsite storage unit, partnering with departments to ensure supplies, materials, and resources are procured, stored, and distributed effectively.
• Serve as a primary point of contact for guests, visitors, vendors, and community partners by maintaining a professional and welcoming front desk and office environment.

Financial Management & Data-Driven Decision Making

• Lead site financial operations, including budget tracking, accounts payable/receivable, and expense reporting.
• Analyze financial and operational data to inform decision-making, identify trends, and drive improvements.
• Partner with leadership to align resource allocation with site priorities.

Cross-Functional Leadership & Organizational Alignment

• Serve as a key cross-functional partner, aligning operations across teams to support site-wide priorities and initiatives.
• Translate organizational priorities into clear operational plans, systems, and workflows.
• Collaborate with internal teams to ensure strong communication and coordination.
• Support planning and execution of major events and organizational initiatives such as Annual Gala, Service Projects, Opening Day, Graduation, Learning & Development Days, and others throughout the year.

People Operations

• Support hiring, onboarding, and HR-related operational processes in partnership with site leadership.
• Support onboarding and offboarding of AmeriCorps members.
• Support with interviewing and recruitment of AmeriCorps members.
• Serve as a resource to staff on operational systems, tools, and processes.

Preferred Qualifications

• Experience managing direct reports or leading teams
• Experience in nonprofit or education-focused organizations
• Familiarity with financial systems, HR processes, and operational tools
• Experience with compliance, risk management, or organizational policies and procedures
• City Year/AmeriCorps experience is a plus
• Advanced Excel skills (data analysis, reporting, budgeting)
• Proficiency in Microsoft Office (Word, PowerPoint, Outlook)
• Experience with project tracking and workflow tools
• Strong data analysis and reporting capabilities
• Experience with shared systems (e.g., SharePoint, internal operations platforms)

Competencies

• Project Management: Organizes, prioritizes, tracks, and manages workflow and resources.
• Problem-Solving: Identifies opportunities to make improvements; gathers information; connects related and unrelated concepts; integrates findings into actionable solutions.
• Strategic Thinking: Identifies multiple pathways to address complex and nebulous problems; anticipates barriers and opportunities; develops plans to address them.
• Accountability: Holds self responsible for actions and their impact on team, goals, and organizational mission.
• Managing Performance: Assigns, tracks, and prioritizes work to ensure high-quality outputs; inspires committed and positive action toward organizational goals.

Physical 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
• Occasional lifting or carrying of items up to 10–20 lbs
• Ability to communicate clearly in person, by phone, and in writing

Working Conditions

Operates in a professional office setting using standard office equipment.

May require occasional travel to site or organizational events.

Typical schedule is Monday–Friday during standard business hours, with occasional extended hours.

Requires a valid driver’s license for travel as part of job duties.

Must have reliable internet access for remote or flexible work arrangements.

Compensation

Compensation: $70,000 - $75,000 Annually

Commensurate with Experience and Location.

Benefits

• Full-time employees will be eligible for all benefits including vacation, sick days and organization holidays.
• You may participate in all benefit programs that City Year establishes and makes available to eligible employees, under (and subject to all provisions of) the plan documents that govern those programs.
• Currently, City Year offers medical, dental, vision, life, accidental death and dismemberment and disability coverage, Flexible Spending Accounts (FSA), and other benefits including 401(k) plan(s) pursuant to the terms and conditions of company policy and the 401(k) plan document.

Employment at City Year

Employment at City Year is at-will. City Year does not sponsor work authorization visas. City Year’s dual mission is to expand educational opportunity for all students and develop the next generation of leaders through national service. Trained teams of City Year AmeriCorps members provide support to students, classrooms and the whole school. Schools that partner with City Year are up to two to three times more likely to improve in English and math assessments, and the more time students spend with AmeriCorps members, the more they improve on academic, cognitive and interpersonal skills— skills that help students thrive in school, college and career. City Year’s 900 staff and 2,000+ AmeriCorps members work and serve in 29 communities across the U.S., including Boston (where City Year was founded in 1988 and is headquartered), Baton Rouge, Buffalo, Chicago, Cleveland, Columbia, Columbus, Dallas, Denver, Detroit, Jacksonville, Kansas City, Little Rock, Los Angeles, Memphis, Miami, Milwaukee, New Hampshire, New Orleans, New York, Orlando, Philadelphia, Providence, Sacramento, San Antonio, San José/Silicon Valley, Seattle/King County, Tulsa and Washington, D.C. City Year also has international affiliates in the U.K. and South Africa. A proud member of the AmeriCorps national service network, City Year is supported by AmeriCorps, local school districts and private philanthropy. City Year has been designated a 4-star charity by Charity Navigator since 2003, putting City Year in the top 1% of non-profits nationwide for accountability, transparency and responsible fiscal management, and among the most trustworthy nonprofits in America. At City Year, we sometimes say we work not only “at” City Year, but also “on” City Year, recognizing that the organization, like our world, is constantly evolving and changing. Two things that have never changed: our steadfast belief in the power of young people to change our world for the better; and our aspiration to create positive school and work environments where everyone feels a sense of connection, is supported to do their best work, and is able to learn, contribute, lead and create to their fullest potential.

Equal Opportunity Employer

As an equal opportunity employer, City Year is committed to providing employment opportunities to all qualified individuals and does not discriminate on the basis of race, color, ethnicity, religion, sex, gender, gender identity and expression, sexual orientation, national origin, disability, age, marital status, veteran status, pregnancy, parental status, genetic information or characteristics, or any other basis prohibited by applicable law. Fair Labor Standards Act Family and Medical Leave Act Learn more at www.cityyear.org, City Year’s Facebook page, on X (formerly Twitter), and LinkedIn.