Job Description

Special Initiatives: thinking through people and operations strategy with a lens on reaching our goals, the Director will:

• Manage the development and implementation of a people strategy that supports the site’s operational excellence and outcomes.

• Support the creation of a scope and sequence for staff meetings to drive site goals

• Lead 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 Director will maintain a focus on 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 resume reviews and develop interview processes to ensuring best practices are followed mitigating bias and supporting a positive candidate experience)

• Work closely with Executive Director and site leadership on engagement strategies for staff and data driven decision making using staff engagement surveys.

• At a high level, coordinate new staff onboarding to ensure all new staff have the necessary materials, information, development, 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

Budget and Finance Management: With an eye for tracking and compliance, the Director will:

• Ensure staff understanding and compliance with City Year’s finance, expense, and travel policies, including all expense reports, purchase card processing, and invoices are accurate and on time.

• Oversee and manage the site’s non-personnel budget

• Manage the coordination of travel arrangements for staff and corps.

• Lead whole site as well as the People and Operations department in annual budgeting process and regular budget monitoring; identify areas for cost savings.

• Lead on and/or support with contract negotiations as needed.

Board Management: in partnership with the Executive Director, the Director will:

• Support in the strategic evolution of Board work.

• Lead all operational elements of board meetings, retreats and communications.

• Develop 1:1 relationships with all board members as a member of the Executive Leadership team, supporting them with their engagement needs.

Health and safety, prevention/management: With a balance of individual and collective needs, the Director will:

• Support Manager of People and Operations with developing and executing 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.)

• Support Manager of People and Operations with building management on safety protocols and drills

• Support Manager of People and Operations to 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 & Office Management: with a balance of individual and collective needs and serving as the leader of the Operations Department, the Director will lead the team who:

• 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 keeping up with the site’s evolution, including ensuring staff and corps are fully trained and comply with site and headquarters processes & procedures.

• Ensure the Operations Department serves 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 Jacksonville’s Microsoft Teams environment.

Organizational Initiatives: With a spirit of collaboration and collective impact, the Director will:

• Leads cross-site collaboration and support various strategic projects.

• Support and participate in other site and national events, including MLK Day, retreats, trainings, etc.