Operations Manager

Application Instructions

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Active City Year Staff members must login to Workday to apply internally.

Number of Positions: 1

Work Location: Hybrid On-Site/Remote

Position Overview

The Operations Manager ensures the efficient day-to-day operations of City Year Detroit, overseeing site finances, purchasing, technology, equipment, facilities, safety, and logistical support. This hands-on role is responsible for maintaining effective operational systems, managing resources, supporting staff and AmeriCorps members, and ensuring that administrative processes run smoothly. The ideal candidate is highly organized, proactive, detail-oriented, and solutions-focused, with a strong commitment to collaboration and continuous improvement. The position requires four days per week on-site at the City Year Detroit office and/or partner schools and one remote work day, with regular responsibility for moving and transporting supplies and equipment.

Job Description

Position Type: Full-Time
Salary Range: $50,000-$60,000 commensurate with experience

Work Schedule: Four days on-site (City Year Detroit office and/or partner schools); one remote work day

Position Overview

City Year Detroit seeks a highly organized, resourceful, and proactive Operations Manager to oversee the systems, resources, and processes that support our staff and AmeriCorps members.

The Operations Manager plays a critical role in ensuring that City Year Detroit operates efficiently, responsibly, and collaboratively. This position is responsible for managing site financial processes, purchasing, technology, equipment, facilities, safety, and day-to-day operational support.

The ideal candidate is both a strong systems thinker and a hands-on problem solver—someone who enjoys creating efficient processes but is equally willing to roll up their sleeves to organize supplies, troubleshoot equipment, prepare materials, and solve unexpected problems.

Success in this role requires exceptional follow-through, attention to detail, proactive communication, and the ability to manage multiple priorities while anticipating the needs of colleagues across departments.

Key Responsibilities

Financial Operations & Purchasing

• Manage site purchasing and corporate accounts, including Bank of America purchasing cards, Amazon, UPS, and FedEx.
• Oversee purchasing-card transaction verification, receipt collection, and compliance with City Year financial policies.
• Manage accounts payable processes, including vendor setup, invoice submission, payment tracking, and vendor communication.
• Ensure invoices, receipts, and financial documentation are submitted accurately and on time.
• Coordinate purchasing of office supplies, program materials, and other approved resources.
• Support Impact Managers and school teams with budget tracking and purchasing processes.
• Provide accurate spending information and reports to site leadership.
• Support the Development team with documentation related to restricted funding expenditures.
• Develop and maintain efficient purchasing, request, and expense-tracking systems.
• Participate in national finance meetings and communicate relevant policy updates to staff.
• Support staff onboarding and annual training related to financial processes and policies.
• Assist the Executive Director with reimbursement processing.

Technology & Equipment Management

• Serve as City Year Detroit's primary point of contact for site technology needs, coordinating with national IT support.
• Manage inventory, assignment, maintenance, and collection of laptops, mobility kits, accessories, and other technology equipment.
• Provide frontline troubleshooting for staff and AmeriCorps members, escalating complex issues to national IT support as needed.
• Coordinate the preparation, distribution, replacement, and collection of AmeriCorps member technology.
• Support technology needs at partner schools, including laptops, printers, portable Wi-Fi devices, and connectivity issues.
• Maintain accurate equipment checkout records and asset-management systems.
• Support staff in using organizational technology platforms, including Microsoft Teams, Outlook, SharePoint, and City Year internal systems.
• Communicate technology updates, outages, and system changes to staff.
• Identify opportunities to improve technology systems, processes, and user experience.

Site Operations, Facilities & Safety

• Support the daily operations of City Year Detroit's office and shared workspaces.
• Coordinate with building management and service providers regarding maintenance, cleaning, security, and facilities needs.
• Maintain organized, functional, and appropriately stocked office spaces, storage areas, and supply closets.
• Manage office keys, access procedures, and related inventory.
• Maintain first-aid kits, safety supplies, and required workplace postings.
• Support office safety and security procedures.
• Coordinate ordering, receiving, organizing, and distribution of office and program supplies.
• Provide logistical and technology support for meetings, trainings, board meetings, and other events hosted in City Year spaces.
• Support operational components of staff onboarding and offboarding.
• Maintain site operations procedures and documentation.

AmeriCorps Member Operations & Logistics

• Coordinate annual uniform ordering, inventory, embroidery, storage, and distribution.
• Maintain accurate uniform inventories and anticipate seasonal ordering needs.
• Prepare and distribute uniforms, equipment, and supplies during AmeriCorps member onboarding.
• Coordinate collection and reconciliation of equipment during member offboarding.
• Support the Impact team with ordering and distributing AmeriCorps member and school-team supplies.
• Coordinate with Impact Managers to identify and resolve school-site equipment and technology needs.
• Administer approved meal credits and related logistical resources.
• Support the booking, purchasing, and logistical arrangements for approved team days, trainings, service activities, and other AmeriCorps events.
• Plan proactively for major operational milestones, including Corps onboarding, Start of Year, and End of Year.

Operational Systems & Continuous Improvement

• Develop, document, and maintain efficient systems for operational requests, purchasing, inventory, and resource management.
• Maintain organized records and tracking tools for recurring responsibilities, deadlines, and outstanding requests.
• Identify opportunities to streamline processes, improve communication, and reduce unnecessary administrative work.
• Collaborate across departments to understand operational needs and establish clear processes for requesting support.
• Anticipate upcoming deadlines, seasonal demands, and potential operational challenges.
• Communicate progress, priorities, and potential delays to supervisors and stakeholders in a timely manner.
• Identify problems, recommend solutions, and escalate issues appropriately before they affect organizational operations.
• Take ownership of assigned responsibilities from initial request through successful completion.

Required Qualifications

• Demonstrated experience in operations, administration, office management, finance administration, logistics, or a related field.
• Strong organizational skills and the ability to manage multiple projects, deadlines, and competing priorities.
• Excellent attention to detail and commitment to accuracy.
• Demonstrated ability to take initiative, solve problems independently, and follow tasks through to completion.
• Strong written and verbal communication skills.
• Experience managing purchasing, invoices, expense tracking, or similar financial processes.
• Comfort troubleshooting common workplace technology issues and learning new systems.
• Proficiency with Microsoft Office applications, including Outlook, Excel, Teams, and SharePoint, or comparable platforms.
• Ability to collaborate effectively with colleagues across departments and levels of an organization.
• Commitment to City Year's mission, values, and service to students and communities.

Preferred Qualifications

• Experience working in a nonprofit, education, national service, or mission-driven organization.
• Experience with Workday or similar financial management systems.
• Experience with inventory management, asset tracking, or equipment distribution.
• Familiarity with purchasing-card administration and vendor management.
• Experience supporting multiple locations or school-based teams.
• Experience developing or improving operational processes and systems.

Work Environment & Physical Requirements

This is a hands-on, primarily on-site position. The Operations Manager is expected to work four days per week on-site at the City Year Detroit office and/or partner school locations, with one remote work day per week, subject to organizational and operational needs.

The role requires regular movement throughout office, storage, and school-site environments. Responsibilities include receiving, organizing, packing, lifting, carrying, moving, and transporting technology, uniforms, supplies, and other equipment between locations.

The position may involve periods of standing, walking, setting up meeting spaces, and organizing or moving materials. Reasonable accommodations will be provided in accordance with applicable law.

What Success Looks Like

A successful Operations Manager ensures that City Year Detroit's daily operations run smoothly, financial processes are accurate and timely, and staff and AmeriCorps members have the resources they need to succeed.

This individual creates dependable systems, maintains organized and accurate records, communicates proactively, and consistently follows through on responsibilities. They anticipate needs rather than simply react to problems, work collaboratively across departments, and help create an efficient, responsive, and well-supported working environment.

Above all, the Operations Manager understands that strong operations are essential to City Year Detroit's ability to deliver meaningful service to students and schools.

Benefits