Program Operations Manager

Company Description

A best-in-class city that attracts best-in-class talent, Philadelphia is an incredible place to build a career. From our thriving arts scene and rich history to our culture of passion and grit, there are countless reasons to love living and working here. With a workforce of over 30,000 people, and more than 1,000 different job categories, the City of Philadelphia offers boundless opportunities to make an impact.

As an employer, the City of Philadelphia values inclusion, integrity, innovation, empowerment, and hard work above all else. We offer a vibrant work environment, comprehensive health care and benefits, and the experience you need to grow and excel. If you’re interested in working with a passionate team of people who care about the future of Philadelphia, start here.

What we offer

• Impact - The work you do here matters to millions. 
• Growth - Philadelphia is growing, why not grow with it? 
• Diversity & Inclusion - Find a career in a place where everyone belongs.
• Benefits - We care about your well-being.

Agency Description

The Office of Children and Family Support Services is responsible for directing the operations of the City of Philadelphia’s Out of School Time Programs, Youth Workforce Program (Career Connected Learning) and the Education Support Center, a division of the Department of Human Services.    The Office of Children and Family Support Services aligns policy, resources, programs and services for children and families, prioritizing: safe children, strong families, and supported schools. 

Job Description

Position Summary

The Operations Manager provides administrative support to the Director of Operations to ensure efficient operation of the Community Schools Team. This includes program coordination, data and reporting, and meeting and event preparation. The work necessitates the use of data analysis, process monitoring, and/or project management concepts which require exceptional software and data analytic skills. This role will be a key member of a larger team who will work in collaboration with public and private partners throughout the city to make a lasting difference for the benefit of our children and families. This position reports to the Director of Operations.

Essential Functions

Operations Management: 

• Direct administrative support for the Director of Operations which may include but not limited to designing, executing, and coordinating operational procedures that are consistent throughout the program.
• Support the development of presentations, work plans, and toolkits to prioritize and sequence actions to successfully complete projects.
• Provide event and logistical support.
• Conduct employee onboarding and offboarding tasks.
• Pitch in with overflow tasks during busy periods and vacancies.
• Propose and (where appropriate) create new systems and processes to streamline inefficient operations.
• Serve as a Language Access Coordinator with internal and external stakeholders. 

Data and Reporting Support

• Monitor and track completion of reports and other data related priorities (i.e.. Weekly/monthly reports, Cityspan data entry, Budget spending etc.)
• Analyze data, develop summaries, and create reoccurring updates/reports.
• Support implementation and reporting requests while providing oversight and technical assistance with OCF databases (Cityspan, QlikBAM, ordering requests etc.).
• Review research, benchmark performance, evaluate data, and offer suggestions.

Meeting and Event Preparation

• Schedule and assist with meeting preparation and follow up on meeting by ensuring program team has all the information necessary to be productive and engaged.
• Coordinate agendas for approval by the Director of Operations prior to team and other critical meetings. Includes preparing briefs, developing informed research base to support development of strong relationships with stakeholders.
• Take notes and minutes at meetings and following-up with priority items with approval from Director of Operations.
• Monitor and manage calendar for Director of Operations
• Plan and implement program retreats, conferences, and other special events.

Other duties as assigned.

Required Competencies, Knowledge, Skills, and Abilities

• Proficiency with Microsoft Office products in general and expertise with Excel in particular.
• Ability to effectively collaborate and communicate with stakeholders inside and outsi