Operations Director

City Year; Milwaukee, Northern (WI, KY); Hybrid; USD 60,000 - 65,000; Full time

Benefits offered by this job

Health insurance with FSA

Paid vacation

Parental leave

401(k)

Job summary

City Year Milwaukee seeks an Operations Director to provide senior site leadership over facilities, budget, technology, and workforce operations. You will ensure compliant, efficient infrastructure and cross-departmental workflows aligned to organizational priorities.

The role drives office space strategy, vendor partnerships, and major relocations, while guiding talent acquisition, finance, and site systems. Strong communication and project management are essential.

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• 5+ years in operations, finance administration, office/facilities, talent acquisition, or related field with ownership of complex processes.
• Experience leading multiple projects with cross-functional stakeholders and deadlines.
• Strong financial management, budgeting, invoicing, auditing, and internal controls.
• Proficiency with Microsoft 365 and ability to learn new systems.
• Excellent written and verbal communication; ability to interpret policies and contracts.
• Ability to assist facilities work physically (up to 30 lbs) and maintain mission alignment.

Responsibilities

• Lead strategy and day-to-day management of office and training spaces; manage relationships with vendors and track expenses.
• Oversee talent acquisition processes and staffing workflows; ensure timely, equitable hiring.
• Manage the site's operating budget, forecasting, variances, and financial reporting; oversee district/partner billing.
• Define and optimize site platforms, privacy, access, and IT support; maintain calendar and systems alignment.
• Provide strategic oversight of uniforms, onboarding/offboarding, benefits, and cross-departmental coordination.
• Serve on site leadership; drive cross-functional projects, dashboards, SOPs, and process improvements.

Skills

Operations leadership

Project management

Financial management

Communication

MS 365

Policy interpretation

Facilities support

Cross-functional collaboration

Education

Bachelor's degree or equivalent

Tools

Microsoft 365

Job description

Number of Positions: 1

Work Location: 100% On-Site

Reports to: Senior Managing Director of Program and Operations

Job Type: Full-time

Position Overview

The Operations Director is a senior site leader responsible for the strategic oversight, execution, and continuous improvement of City Year Milwaukee's core operational systems. The Director ensures the site's infrastructure, financial operations, facilities, talent acquisition processes, technology systems, and cross-departmental workflows are effective, compliant, and aligned to organizational priorities.

Minimum Qualifications

• Bachelor's degree or equivalent combination of education and relevant professional experience.
• 5+ years of progressively responsible experience in operations, finance administration, office/facilities management, talent acquisition, project management, or a related field, including experience owning complex processes from planning through execution.
• Demonstrated experience leading multiple concurrent projects with competing deadlines, cross-functional stakeholders, shifting priorities, and significant organizational impact.
• Strong financial management experience, including organizational budget development and tracking, district or partner billing, invoice processing, reconciliation, auditing, purchasing controls, and financial record keeping with a high degree of accuracy.
• Proficiency with Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint, SharePoint) and demonstrated ability to learn, administer, and improve business systems and platforms.
• Excellent written and verbal communication skills, with demonstrated ability to read, interpret, operationalize, and communicate organizational policies, contracts, procedures, and financial requirements to staff and leaders.
• Ability to physically support facilities work, including moving event walls and lifting or organizing uniform shipments up to 30 lbs.
• Commitment to City Year's mission, values, and culturally responsive practices.

Strategic Operations, Office Space & Facilities Management

Lead the strategy and day-to-day management of City Year Milwaukee's office and training spaces, maintaining a high standard of facility integrity, safety, functionality, and readiness. Manage relationships with property management and third-party contractors; oversee building supply and maintenance expenses; conduct routine facility reviews; and ensure maintenance concerns and operational risks are resolved promptly. Lead major office transitions and relocation projects, including space planning, vendor coordination, technology and equipment moves, staff communications, timeline management, building access, and operational continuity before, during, and after a move. Serve as the site operational lead for lease-management support and coordination with building management, engineers, cleaning staff, and other facility partners. Ensure meeting, event, parking, technology, and workspace needs are effectively supported.

Talent Acquisition & Workforce Operations

Manage the site talent acquisition process in partnership with the Senior Managing Director of Program and Operations and hiring managers, from job posting and candidate sourcing through screening, interviews, selection, reference checks, offer stages, and handoff to onboarding. Establish and maintain consistent hiring workflows, candidate trackers, interview materials, selection documentation, scheduling systems, and communications that support an equitable, timely, and high-quality candidate experience. Advise hiring managers on process, policy, documentation, and timelines; monitor hiring progress and identify barriers or risks that could delay critical staffing needs.

Finance, District Billing & Budget Management

Manage the site's annual operating budget and ongoing budget tracking across departments; maintain accurate forecasts, monitor spending, identify variances, and provide regular budget updates and recommendations to the Senior Managing Director of Program and Operations. Own the district and partner billing process, including preparing billing documentation, validating service and financial data, coordinating submissions, tracking receivables, reconciling discrepancies, and maintaining complete audit-ready records. Lead routine auditing and quality-control processes for district billing, purchasing, invoices, vendor payments, reimbursements, and other financial transactions to ensure accuracy, completeness, policy compliance, and timely resolution of discrepancies. Oversee site purchasing systems and finance workflows; interpret and socialize finance policies; establish internal controls and record-keeping standards; support PCard holders and budget owners; and ensure invoices, contracts, purchase requests, travel needs, and reimbursements are processed accurately and on time.

Software Platforms, Systems & Compliance

Partner with HQ and the Senior Managing Director of Program and Operations to define platform use, administer site systems, resolve technology and workflow challenges, and develop sustainable processes for information management. Manage CyConnect and other site platforms across departments, including resource organization, privacy settings, access, troubleshooting, and coordination with HQ IT. Maintain the MKE Site Calendar and support site technology and equipment management. Read, interpret, and operationalize organizational policies, contracts, procedures, and compliance requirements. Build clear site guidance, controls, tools, and communication processes so staff understand expectations and systems are implemented consistently.

Corps & Site Operations

Provide strategic oversight of the site uniform fulfillment process for staff and AmeriCorps members, ensuring accurate inventory, ordering, distribution, returns, issue resolution, and cross-departmental communication. Oversee AmeriCorps onboarding and offboarding operational processes related to site and national benefits, ensuring members receive accurate information, enrollment support, and timely escalation of complex issues. Ensure corps-facing operational systems—including benefits support, technology, transportation/parking resources, and other site services—are reliable, well-documented, and coordinated with Impact leadership and HQ partners.

Site Leadership & Cross-Functional Collaboration

Serve as a member of the site's operational leadership structure and provide strategic counsel to the Senior Managing Director of Program and Operations on organizational risk, process improvement, budget stewardship, staffing operations, facilities, and systems effectiveness. Lead or oversee site retreats, internal special events, operational planning cycles, and major cross-functional projects requiring detailed project management, vendor coordination, budget oversight, and staff communication. Partner across Impact, Development, and People & Operations to improve systems, clarify ownership, strengthen accountability, and ensure operational workstreams support site goals. Develop dashboards, trackers, standard operating procedures, and other tools that improve visibility and execution.

Preferred Qualifications

• Prior City Year, AmeriCorps, nonprofit, education, public-sector, or mission-driven organizational experience.
• Experience managing end-to-end talent acquisition processes, including posting, screening, interviewing, candidate selection, and offer stages.
• Experience managing district, government, grant-funded, or partner billing processes and preparing documentation for financial or compliance audits.
• Experience leading office relocation, facilities transitions, commercial lease coordination, and vendor relationships.
• Experience owning organizational or departmental budgets, financial forecasting, expense controls, and executive-level reporting.
• Advanced proficiency with Microsoft 365, particularly Excel for budget tracking, reconciliation, audit support, and operational analysis; strong working knowledge of Outlook, Teams, Word, PowerPoint, and SharePoint.
• Strong systems-management skills, including the ability to administer platforms, troubleshoot issues, establish workflows, document procedures, and partner effectively with IT and HQ teams.
• Demonstrated financial acumen across budget management, district/partner billing, auditing, purchasing, invoice processing, reconciliation, forecasting, and internal controls.
• Demonstrated ability to read and interpret policies, contracts, procedures, and compliance requirements and translate them into practical guidance, tools, and site-level operating practices.

Physical Requirements

Ability to physically support facilities work, including moving event walls and lifting and organizing uniform shipments up to 30 lbs.

Compensation

• Full-time employees are entitled to compensation commensurate with experience.
• Compensation: $60,000-$65,000

Benefits

• Benefits for full-time employees include health insurance with a Flexible Spending Account, paid vacation, holidays, parental leave, 401(k), and more.
• 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.

Eligibility/Compliance

City Year does not sponsor work authorization visas.

Equal Opportunity Statement

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.

Employment Terms

Employment at City Year is at-will.

Company Overview

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.

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