Senior Manager, People Operations

• Click Apply to submit online application with thoughtful cover letter, explaining how your skills, knowledge, and experiences are assets to this position and the team.
• Active Corps or Staff members must login to Workday to apply internally.

Position Details

• Compensation range $57,000 to $62,000
• Anticipated start is July 1, 2024
• hybrid: At least 3 days/week in the Philadelphia office to provide direct, in-person support, and 2 days remote

The Senior Manager, People Operations (SMPO) plays a key logistical role in human resource administration within City Year Philadelphia’s People (i.e. Human Resources) and Operations department. As a unit, we develop systems to make our work inclusive, effective, and efficient. We thrive on continuous improvement.

Reporting to the Director, People Experience (DPE), the SMPO will serve as a Human Resources point person for our 100-150 Corps members, ages 18-25, from diverse backgrounds. This includes executing all compliance standards required by AmeriCorps, the state of Pennsylvania, the School District of Philadelphia, and City Year, Inc with integrity. The SMPO prioritizes the administration of daily AmeriCorps Member-related operations and plays a pivotal role in supporting staff talent acquisition.

The SMPO will provide reliable and responsive customer service to our AmeriCorps members and staff. The SMPO will bring a passion for organization and details, creative and innovative energy, and empathy in each interaction.

Responsibilities

Corps HR Admin/Compliance - 25%

• Collaborate with national HQ as the Corps Site Analyst to maintain all AmeriCorps member (ACMs) files and ensure the site maintains compliance with all corps regulations and guidelines
• Under the direction of the DPE, lead as a ‘Corps HR Point’ on ACM background checks, including tracking comprehensive completion each year
• Partner with DPE to plan and facilitate three summer registration days and mid-year registration for ~150 incoming ACMs
• Support the onboarding of all ACMs, including communicating compliance, policies and standards during ACM onboarding, orientation, and throughout the year
• Lead administration of and support facilitation of annual compliance-related trainings with ACM and Impact staff members
• Assist with the administrative processing of ACM early exits from the program
• Maintain accurate and organized system for paper and electronic AmeriCorps member background check/compliance files
• Manages the Corps members completion of required asynchronous, self-guided, online compliance trainings
• Partner with Service Year Advisor to track communication with Confirmed AmeriCorps Members (CACM) and ensure deadlines are met for background checks
• Alongside fellow members of the People & Operations team, serve as a rapid response team for crisis management
• Create templates, process, and accountability structure to monitor compliance requirements for extra day requests, CPC exits/leaves, incident reports, etc.
• Maintain incident reporting procedures and manuals, train Impact staff around how and when to file these, maintain up to date files on all incident reports

Staff Talent Acquisition [hiring and onboarding] - 25%

• Support cross-departmental collaboration on hiring process for designated positions, including drafting position announcements, reviewing applications, scheduling interviews, screening applicants, preparing interview materials, and communicating with applicants
• Support training of staff on hiring policies, practices, and tools
• Thought partner with DPE to update and refine site hiring practices and systems, ensuring that materials and processes are inclusive and designed to minimize bias. Develop sourcing strategy that expands recruitment pools beyond the current standard and designing and implementing new hires’ orientation and onboarding experience
• Support site use of Workday, (HRIS), including training other staff users
• Own and Support development of site onboarding and offboarding systems and tools

ACM Administrative Support - 20%

• Serve as site Uniform Manager (with support from Sr. Operations Manager), working closely with HQ and uniform vendors to ensure that corps are equipped with all uniform parts
• Lead SEPTA Key Card distribution and management
• Serve as a CYP Service Desk agent; responding to corps operations related requests in a timely manner
• Create clear processes to help members understand and access their existing benefits (healthcare benefits, Corps Assistance Program, counseling support services, etc.)
• Act as Staff Point for ACM reports, including current roster
• Support Impact Managers in managing their ACM compliance
• Coordinate evening office hours schedule
• Support content collaboration on site’s Sharepoint (intranet)

Confirmed ACMs & Onboarding/Offboarding - 15%

• Serve as Corps HR Point on Confirmed Corps Team and communicate necessary compliance requirements to incoming ACMs to ensure they are ready for registration days
• Bi-weekly Confirmed Corps Team Meetings to review CACM questions
• Staff lead for all ACM registration days. Coordinate with the Confirmed Corps Team, HQ Corps Talent Acquisition team, and others to support the facilitation and execution of the day.
• Train staff onboarding partners

Staff HR Admin/Compliance - 10%

• Collaborate with HQ People services to ensure that CYP's People management is consistent with policies, procedures and benefits of City Year, Inc.
• Coordinate with national headquarters staff to maintain compliance with CY, federal, state, AmeriCorps and Phila School District guidelines for hiring documentation and background clearances
• Serve as Site Background/I-9 verification Check Point
• Collaborate with Impact department on AmeriCorps background clearance requirements for site staff
• Own process for staff completion of required, asynchronous, self-guided, online compliance Ensure outgoing employment verifications are routed to the correct HQ point person/system/email address
• Coordinate with HQ staff to communicate benefit-related information to site staff
• Build HR Resources for staff on SharePoint
• Partner with People & Operations team to disseminate relevant information to staff via newsletters and other communication tools
• Physically sort and process incoming/outgoing HR-related postal mail
• Support distribution for COVID supplies for ACMs and in-school staff, reassessing the need for masks, tests, etc as needed
• Manage the ACM AmeriCorps Background Check processes and ensure all ACMs are enrolled in AmeriCorps by Day 1 of service
• Coordinate with HQ to ensure CYP is fully in compliance for onboarding and troubleshoot ACM challenges
• Staff Point for Day 1 ACM coordination around attendance and Post-Confirmed Withdrawals
• Oversee ACM post onboarding tasks – create space to answer questions, provide support
• Collaborate with Impact Leadership Team to plan last week of City Year programming to ensure off-boarding meets all requirements
• Create process and track to ensure 100% of ACMs complete AmeriCorps exit survey, final timesheet, and are terminated in Workday
• Provide rapid response to Impact when they have an ACM exit during the service year
• Create and maintain up to date ACM data that tracks all early exits

Organizational Initiatives & Site Support - 5%

• Engage in structured discussions and trainings on diversity, belonging, inclusion, and equity (DBIE) aimed at developing stronger cultural competency, both individually and collectively as a site
• Participate in relevant network-wide meetings and calls; provide insight, feedback, and collective problem solving
• Partner with CYP’s departments and staff to ensure that site-wide goals are met, including, but not limited to, the AmeriCorps member applicant interview process, stakeholder engagement, event and service day participation, and cross-departmental committees
• Attend overnight conferences as needed
• Participate in site-wide events throughout the year
• Additional responsibilities as needed, including department or site-wide special projects

What You’ll Bring

“I love working with people!” If this rings true for you, keep reading! We are excited to talk with folks seeking to build a career in human resources, learn about the nonprofit sector, and do meaningful, mission-driven work.

Skills, Knowledge, And Experiences

• 3+ years of relevant experience in project management, human resources, talent acquisition, and/or direct customer service (preferably non-profit, social services, or educational settings)
• Bachelor’s Degree or 2 additional years of experience
• Ability to manage multiple highly detailed projects and tasks simultaneously
• Efficient time management skills; ability to meet deadlines and manage competing priorities
• Excellent track record of building effective project plans and leading others to execution,
• Previous talent acquisition experience, e.g. developing, improving, and executing hiring processes; including screening, interviewing, evaluating, and facilitating hiring decision discussions grounded in equity
• Strong ability/initiative to work independently and collaborate with folks with diverse needs, expectations, and perspectives, including those not in direct line of authority
• Comfort with technology, including experience or a willingness to learn City Year’s human capital management system (Workday)
• Awareness of, commitment to, and experience with promising workplace practices grounded diversity, belonging, inclusion, and equity (DBIE)
• Ability to adapt and excel in an energetic, entrepreneurial, and rapidly-changing workplace
• City Year and/or AmeriCorps experience, a plus but not required

Attitude Essentials

• Enthusiasm for and commitment to excellent customer service
• Growth mindset when problem-solving and strengthening existing or building new systems
• Attention to details that matter
• Commitment to teamwork
• High emotional intelligence and good judgement, particularly in circumstances that require discretion and confidentiality
• Passion for people, education, and youth development