Senior Manager, People Operations

Philadelphia, PA, United States

Application Instructions

Click Apply to submit your online application. Please attach a resume and thoughtful cover letter on the "My Experience" page in the "Resume/CV" field.

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

Number of Positions: 1

Position Overview

Position Details

Compensation for this position is in the $57,000 to $62,000 range.

The anticipated start for this position is July 1, 2024.

This position is hybrid: At least 3 days/week in the Philadelphia office to provide direct, in-person support, and 2 days remote.

Position Overview

"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.

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, 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.

Job Description

Corps HR Admin/Compliance - 25%

Collaborate with our national headquarters as the Corps Site Analyst to maintain all AmeriCorps member files and ensure the site maintains compliance with all corps regulations and guidelines

Under the direction of the Director, People Experience, lead as a 'Corps HR Point' on AmeriCorps member background checks, including tracking comprehensive completion each year

Partner with Director, People Experience to plan and facilitate three summer registration days and mid-year registration for ~150 incoming AmeriCorps members

Support the onboarding of all AmeriCorps members, including communicating compliance, policies and standards during AmeriCorps member onboarding, orientation, and throughout the year

Lead administration of and support facilitation of annual compliance-related trainings with AmeriCorps members and Impact staff members

Assist with the administrative processing of AmeriCorps member 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 - 25%

Hiring

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

Serve as a thought partner with Director, People Experience to update and refine site hiring practices and systems, ensuring that materials and processes are inclusive and designed to minimize bias

Serve as though partner with Director, People Experience to develop sourcing strategy that expands recruitment pools beyond the current standard

Learn and answer questions re: Workday hiring system

Manage general hiring email inbox

Onboarding/Offboarding

Own staff orientation and onboarding

Support site use of Workday, CY's HRIS system, including training other staff users during onboarding

Support development of site onboarding and offboarding systems and tools

Partner with Director, People Experience and site hiring managers to design and implement new hires' orientation and onboarding experience

Corps 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 to Start of Year (SOY) and Mid-Year (MY) ACMs; submit Key Card order on a monthly basis; manage lost cards/replacements

Serve as a CY Philadelphia 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 AmeriCorps member reports, including current roster

Support Impact Managers (IMs) in their completion of compliance related tasks as related to ACMs

Coordinate evening office hours schedule for AmeriCorps members to access the CYP office after business hours, including staffing scheduling and communication to the site

Support content collaboration on site's Sharepoint (intranet) site

Confirmed ACMs & ACMs Onboarding/Offboarding - 15%

Serve as Corps HR Point on Confirmed Corps Team and communicate necessary compliance requirements to incoming AmeriCorps Members to ensure they are ready for registration days

Bi-weekly Confirmed Corps Team Meetings to review CACM questions and respond as needed

Staff lead for all ACM registration days. Coordinate with the Confirmed Corps Team, Corps Talent Acquisition (CTA) team, and others to support the facilitation and execution of the day.

Train staff who will act as onboarding partners

Staff HR Admin/Compliance - 10%

Work in close collaboration with CYHQ People services to ensure that People management at CYP is consistent with policies, procedures and benefits of City Year, Inc.

Complete staff I-9 verifications

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 Check Point

Collaborate with Impact department on AmeriCorps background clearance requirements for site staff

Own PA Act 168 checks for staff

Own process for staff completion of required, asynchronous, self-guided, online compliance Ensure outgoing employment verifications are routed to the correct CY HQ point person/system/email address

Coordinate with CY headquarters staff to communicate benefit-related information to site staff

Build HR Resources for staff on cyconnect/SharePoint

Partner with People & Operations team to disseminate relevant information to CYP staff via newsletters and other communication tools

Physically sort and process incoming/outgoing human resource-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 CY Philadelphia is fully in compliance for onboarding and troubleshoot ACM challenges

Staff Point for Day 1 ACM coordination around attendance and Post-Confirmed Withdrawals (PCWs) - make phone calls home, share information with CTA/Impact staff as needed

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 City Year Philadelphia'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, including Back to School Block Party, MLK Day, Red Jacket Gala, and Graduation

Additional responsibilities as needed, including department or site-wide special projects

What You'll Bring

We know that hardly anyone 'checks ALL the boxes' on job requirements, and that's okay! If many of the items listed below describe you and your experiences, we're excited to talk with you and encourage you to apply.

We'd like to get to know the person behind the resume. Please submit a thoughtful cover letter (1 page is just fine) that explains how your skills, knowledge, and experiences are assets to this position and the team.

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

Benefits

Full time employees will be eligible for all benefits including vacation and sick days and organization holidays. You may participate in all benefit programs that City Year establishes and makes available to eligible employees, under (and subject to all provisions of) the plan documents that govern those programs. Currently, City Year offers medical, dental and vision, life, accidental death and dismemberment and disability coverage, Flexible Spending Accounts (FSA), other benefits including 401(k) plan(s) pursuant to the terms and conditions of company policy and the 401(k) plan document. For more information, click here.

Employment at City Year is at-will.

City Year does not sponsor work authorization visas.

COVID-19 Notice

Our number one priority is the health and safety of our employees and AmeriCorps members and their families; our students and school partners; and the community at large from COVID-19. Proof of COVID-19 vaccination is required for employment and service - all staff members, including remote staff, and AmeriCorps members are required to be fully vaccinated* no later than their start date. If you are unable to be vaccinated for medical reasons or sincerely-held religious beliefs, we will consider requests for reasonable accommodation consistent with our policy, and where we are able to provide such accommodations without undue hardship to the organization pursuant to applicable law. Notwithstanding any language herein, City Year will comply with any state, local, or federal orders, statutes, or regulations that may conflict with the COVID-19 vaccination policy.

*Individuals are considered fully vaccinated 14 days after the completion of their primary vaccination series.

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