Position Summary: The New York City school system is the largest in the country, composed of approximately 1.1 million students and 75,000+ teachers in over 1,600 schools. Community Schools support the social, emotional, physical, and academic needs of students by offering a coordinated approach to increasing opportunities for young people and improving the academic performance of students through partnerships among principals, parents, teachers, and community-based organizations (CBOs). Schools enter into a partnership with a local CBO to offer a “whole child, whole community” approach, looking holistically at students, families, and communities to ascertain their most pressing needs and decide which services will best address those needs.
The Operations Manager will provide operational support to OCS’s Program Managers, including school and community-based organization (CBO) partners. The Operations Manager will also manage communications between OCS staff and CBO partners to ensure compliance with funding requirements, operating procedures, and programmatic goals. Performs related work.
Reports to: Director of Procurement and Purchasing
Direct Reports: N/A
Key Relationships: Works closely with the Community School team, Division of Finance, Division of Contracts and Purchasing, and the Field Support Centers. Works with key external stakeholders, including nonprofit/community-based organizations, cultural institutions, universities, vendors, and various other NYCDOE offices to build bridges between schools and community partners.
- Provide recommendations to OCS senior leadership and program staff concerning current and upcoming projects and ensure alignment with DOE purchasing policies and procedures.
- Perform complex quantitative analysis on current spending trends and make recommendations to OCS senior leadership on making future purchasing more efficient/cost-effective.
- Monitor and track all financial activities that are related to budgeting, contracting, purchasing, invoicing, and year-end close out. Work with the Senior Operations Manager on establishing administrative procedures to ensure compliance with grant program requirements.
- Create purchase orders and certify invoices for CBO and vendor partners.
- Liaise with the Division of Contracts and Purchasing on the development and registration of contracts for CBO and vendor partners.
- Ensure funds for all reimbursable categories are fully and appropriately scheduled for NYSED FS10s and FS10a’s (e.g. 21st Century, Extended School Day/School Violence Prevention).
- Schedule grant funds in the Grant Tracking System (GTS), and District Galaxy locations in collaboration with Senior Grant Officers (SGOs).
- Support the Senior Operations Manager with responding to inquiries from NYSED and USDOE related to reimbursable and competitive grants.
- Provide technical assistance to borough-based staff, CBOs, schools, evaluators, and other stakeholders involved in OCS programs.
- Assist the Senior Operations Manager with budget-related issues.
- Perform detailed analysis of grant budgets and expenditures to ensure the appropriate use of funds.
- Prepare weekly expenditure reports of OCS funded programs for review by OCS senior leadership and program management staff.
- Support the Senior Operations Manager with grant fiscal reporting to NYSED and USDOE, including the development of FS10A’s and M/WBE compliance reports.
- Develop budget and operational components of competitive grant applications in collaboration with program staff
- Utilize the City’s HHS Accelerator system to review and submit budgets and invoices for Community School Lead CBOs.
- Manage fiscal databases related to OCS funded programs.
- A master's degree from an accredited college in economics, finance, accounting, business or public administration, human resources management, management science, operations research, organizational behavior, industrial psychology, statistics, personnel administration, labor relations, psychology, sociology, human resources development, political science, urban studies, or a closely related field, or a Juris Doctor degree from an accredited law school and two years of satisfactory full-time professional experience, for educational program(s) and/or institution(s) in one or a combination of the following: working with the budget of a large public or private concern in budget administration, accounting economic or financial administration, fiscal or economic research; management or methods analysis, operations research, organizational research or program evaluation; educational, personnel or public administration, recruitment, position classification, personnel relations, labor relations, employee benefits, staff development, employment program planning/administration, labor market research, economic planning, fiscal management, or a related area, 18 months of this experience must have been in an executive, managerial, administrative, consultative or supervisory capacity. Supervision must have included supervising staff performing professional work in the areas described above; or
- A baccalaureate degree from an accredited college and four years of satisfactory full-time professional experience as described in "1" above, including the 18 months of executive, managerial, administrative, consultative or supervisory experience described in "1" above; or
- Education and/or experience equivalent to “1”, or “2” above. Graduate education in areas other than those mentioned above, may be substituted for the professional experience, but not for the 18 months of managerial experience described in “1” above, at the rate of 15 graduate semester credits from an accredited college or university for 6 months up to a maximum of 1 year of professional experience. However, all candidates must possess a baccalaureate degree from an accredited college and 18 months executive, managerial, administrative, consultative or supervisory experience, as described in “1” above.
- Experience with DOE and City financial systems, including Galaxy, FAMIS, CTS, GTS, and Cognos.
- Knowledge of Microsoft Office applications, e.g., Word, Excel, Outlook, and PowerPoint.
- Superior analytical project management skills, including planning, designing, documenting, follow-up, and problem-solving skills.
- A strong focus on results.
- The ability to ignite and support change, and to encourage leaders to be open to new approaches to collaboration, time, and resources, with the goal of achieving improved outcomes.
- Ability to work effectively as part of a team in a fast-paced environment.
- Excellent interpersonal skills, with the ability to build solid work relationships.
- Strong customer service orientation.
- Strong ability to organize facts and present information and figures in a clear, concise and logical manner, both orally and in writing.
- Ability to learn quickly and continuously, be responsive to feedback and succeed in a rapidly changing environment.
- Strong project management skills, attention to detail and the ability to proactively identify key issues.
- Excellent communication skills, including the ability to speak and write clearly and respectfully.
- Ability to think strategically to mobilize disparate groups of people toward a common and ambitious goal and translate insights into action.
- Ability to multitask, take initiative, comfortably switch gears and prioritize workload.
- Experience working with the HSS Accelerator system.
Salary: $78,570 - $90,000
(Internal candidates who are selected for this position and who currently hold comparable or less senior positions within the DOE will not earn less than their current salary.)
Please include a resume and cover letter with your application.
NOTE: The filling of all positions is subject to budget availability and/or grant funding.
* New York City Residency is NOT Required *
We encourage all applicants from the New York City tri-state area to apply.
DOE Non- Discrimination Policy
It is the policy of the Department of Education of the City of New York to provide equal employment opportunities without regard to actual or perceived race, color, religion, creed, ethnicity, national origin, alienage, citizenship status, age, marital status, partnership status, disability, sexual orientation, gender (sex), military status, unemployment status, caregiver status, consumer credit history, prior record of arrest or conviction (except as permitted by law), predisposing genetic characteristics, or status as a victim of domestic violence, sexual offenses and stalking, and to maintain an environment free of harassment on any of the above-noted grounds, including sexual harassment or retaliation. For more information, please refer to the DOE Non-Discrimination Policy.