Operations Manager

POSITION SUMMARY

The Operations Manager (OM) for CityParks Learn provides administrative support for the Education Department in areas such as operations, finance, human resources, external communications, data and office management. The hybrid position (currently 2 days in-office, 3 days work-from-home) is essential to the smooth functioning of the department, reporting to and working closely with the Director of Education, providing any and all support needed. The ideal candidate must be discreet, responsive, collaborative and able to reliably handle an array of routine tasks, with the opportunity to initiate and manage various long-term projects.

REQUIREMENTS

Support Services for Director of Education

• Coordinate scheduling and oversee Director’s calendar
• Draft reports and presentations on behalf of the Director
• Oversee maintenance of vehicle assigned to Director, secure parking permit and other authorizations

Operations

Provide administrative support in all aspects of daily office and field operations, including but not limited to the following:

• Oversee supplies procurement and allocation; vendor contracting.
• Draft agenda and record minutes for all leadership and department-wide meetings
• Create and/or update protocols and systems to streamline departmental operations, health/safety, data management and other domains. Train and support staff in adhering to protocols.
• Troubleshoot staff use of online resources like Google Apps (Gmail, Calendars and Drive), Rippling, Salesforce, Slack, JazzHR, Sage Intacct, Bill
• Work with Parks IT / Telecom to ensure that phones, computers, and printers are working properly
• Work with Parks Fleet division to ensure vehicles are scheduled and delivered for regular maintenance
• Coordinate vehicle usage calendar for the department. Arrange driver evaluation and defensive driving authorization for new staff.
• Arrange transportation and other logistics for student field trips, in conjunction with Learn staff
• Reserve space and secure materials for staff meetings, trainings, workshops, retreats, all-staff service days; coordinate staff recognition awards and events
• Manage lending of technology equipment, ensuring that items have been correctly reserved and returned
• Maintain password and other confidential information for organizational accounts

Finance

• Track department expenses, reconcile monthly statement in Bill
• Work with Finance team to request payments, reimbursements, stipends and petty cash
• Ensure tracking of restricted grant spending
• Contribute to budgeting processes

Human Resources

• Support hiring process by working with HR to post job openings. Collecting resumes, screening applicants and referring candidates to Senior Managers.
• Ensure job postings are accurately reflected on CPF website for all Education program areas
• Facilitate orientation for new hires (full-time, part-time and interns), working with HR team to manage new hire paperwork, collection of supporting documents, secure technology access and permissions, fingerprinting when required.
• Communicate with department staff and HR to ensure timely processing of payroll, correcting any missing clock ins/outs to finalize

External Communications

• Respond to general inquiries about departmental programming, forward other communications to colleagues
• Work with CPF Executive Assistant to schedule partner site visits and other events
• Maintain open communication with NYC Parks Department and external partners, other CPF divisions, and departmental colleagues

Data Collection and Management

• Manage and analyze data related to program scope, demographics and other metrics
• In consultation with SalesForce Manager, maintain platform with occasional updates and troubleshoot issues

QUALIFICATIONS

• BA/BS degree required; in related field such as business, nonprofit management or human resources preferred
• 3 years of experience in operations, office management, finance &/or human resources
• Superb attention to detail, multi-tasking ability, and impeccable time management skills are essential
• Self-starter with a very positive, can-do attitude and great follow through. Project management experience is desirable.
• Highly effective written and verbal communicator with sense of humor and great problem-solving skills
• Interest in or experience with environmental education a plus
• Driver's license with willingness to travel throughout NYC alone, when required

ABOUT CITY PARKS FOUNDATION

At City Parks Foundation (CPF), we are dedicated to invigorating and transforming New York City parks into dynamic, vibrant centers of urban life through arts, environmental education, sports, and community building programs for all New Yorkers. Our ethos is simple: we believe thriving parks mean thriving communities.

Community engagement includes Partnerships for Parks, a public-private program of City Parks Foundation and NYC Parks, which supports and champions a growing network of community leaders who care and advocate for the transformation of our neighborhood parks and the Parks and Open Space Partners-NYC coalition of conservancies and alliances. We also administer the NYC Green Fund, a regranting program for parks and open space nonprofits and grassroots organizations.

We produce SummerStage, the iconic free, outdoor performing arts festival in NYC, presenting world-class artists from across the globe and our own neighborhoods on our mainstage in Central Park and in local parks in all five boroughs, and our Swedish Cottage Marionette Theatre and roving PuppetMobile present marionette puppet theater throughout New York City.

We connect youngsters to nature in the urban environment through progressive, experiential teaching. Using parks as classrooms, we provide learning experiences and hands-on activities in urban forests, coastal areas, and gardens.

Free golf, tennis, track & field, soccer, and fitness programs bring high-quality instruction and equipment into areas where few organized athletic opportunities exist. We offer leveled training, year-round scholarship coaching, and special pro events.

Applicants must be authorized to work in the United States. City Parks Foundation does not offer visa sponsorship.