Operations Manager – Youth Options Unlimited Boston

Under the direction of the Deputy Director for Youth Options Unlimited Boston (YOU Boston), provide systems support for operational, financial, programmatic, and record-keeping components of the Agency, YOU Boston. Work with the YOU Boston management team to innovate and uphold infrastructure and business processes.

Responsibilities

The general duties and responsibilities of the position are included in but not limited to the information listed below.

• Serve as a member of the Youth Options Unlimited leadership team. Support short-and long-term strategic planning efforts and overall agency management decisions.
• Manage agency and funder-specific data management systems, initiating updates to improve Efforts to Outcomes (ETO) to best meet the needs of the agency. Develop improvements to data collection policies and tools to improve data accuracy and staff entry.
• Facilitate and support training for staff on recording program data. Organize data tasks and work with staff/interns in data processing. Create work tools and appropriate staff training to enhance services.
• Provide staff reports on operational data as necessary; interpret/process data reports with YOU Boston managers.
• Assist management in ensuring compliance with funding sources; assist with submission of all mandated grant reports and additional City requests according to established deadlines.
• Work with the City Budget & Finance Department regularly to execute billing and invoicing and to submit financial reports for all funding sources. Work in conjunction with the Deputy Director to strategize funding spend-down across programs.
• Drive our evaluation efforts for agency improvement through various means. Examples are external evaluators and consultants who are directed to YOU Boston or chosen by the Senior Leadership Team, local universities, and private companies/individuals. Conduct internally executed evaluations such as staff surveys and other performance measurements.
• Participate in various levels of grant writing/revenue-seeking activities. This position will work in conjunction with the Deputy Director and City Hall planning team to acquire new funding opportunities and conduct fundraising efforts.
• Support overall technical operations with the Do IT department as needed, working in conjunction with database vendors.
• Act as administrative lead/contact with the City of Boston , building management, and other constituents to ensure smooth office operation. This includes office supplies for regular use as well as special projects/orders.
• Oversee and act as the billing contact for the fiscal management of YOU Boston. Oversee and process billing and purchase for all YOU Boston departments, handle purchase requisitions and purchase orders, and keep track of vendor disbursements.
• Oversee the compliance of payroll documentation submission for all clients and contracted staff, in collaboration with YOU Boston staff, to ensure that all required documentation has been received and confirmed prior to a young person being placed on payroll. Ensure that daily payroll entries are timely, accurate, and complete.
• Conduct bi-weekly supervision with all assigned staff and complete all required City of Boston evaluations in a timely fashion as mandated.
• Manage and build out the Operations department, which can include both full-time, contracted staff as well as interns/vistas.
• Perform other related duties as required.

Minimum Entrance Qualifications

• Three to four (3-4) years of direct experience, of which two (2) years must have been in a supervisory capacity.
• A bachelor’s degree may be substituted for two (2) years of the required experience. Supervisory experience may not be substituted.
• Experience would be within areas of business such as finance/accounting, fundraising, development efforts, and marketing is preferred.
• Must have knowledge of working with Boston’s community-based organizations, contract administration, familiarity with community service learning initiatives and program components, and experience in developing and maintaining data tracking systems in the field of workforce development and youth development.
• Experience in providing staff and youth training is required.
• Excellent interpersonal skills and the ability to work effectively with staff, youth, research scholars, employers, and volunteers from community-based organizations, etc, are required.
• Strong data management, organizational, communication, and presentation skills are required.
• Proficiency with Microsoft applications and Google Suite.

Boston Residency Required

Terms:

Union/Salary Plan/Grade: Non-Union/MM2-7

Hours per week: 35