Operations Manager

Communities in Schools of Tennessee

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Job Summary

ABOUT COMMUNITIES IN SCHOOLS

Communities In Schools of Tennessee (CIS-TN) is a nonprofit that partners with K-12 public schools to surround students with a community of support empowering them to stay in school and achieve in life.

As part of the CIS national network, CIS-TN achieves this mission by placing site coordinators in schools across the state to provide school-wide interventions and case-managed services for students in need.

To best support the students, families, schools, community partners, and our staff members involved in this work, CIS-TN staff and board members center all decisions, actions, and services on the following core values:

• Integrity – We openly share how our work is done, and we hold ourselves accountable to the commitments we make.
• Empathy – We intentionally build relationships so we can learn about people’s stories, validate their experiences, and deepen our understanding of situations different from our own.
• Equity – We identify and work towards removing individual and systemic barriers so everyone has the same opportunity to achieve.
• Authenticity – We create space for the people we work with, and for, them to be their truthful, complete selves without judgment.
• Collaboration – We bring people together to plan and take action in our work, understanding we make lasting changes in partnership with one another.

Job Responsibilities

This position is based out of Nashville. When carrying out operations duties, this Operations Manager will work from home and our main office, as needed.

This role is responsible for:

• Supporting the administration and oversight of the agency’s operations, specifically in Human Resources, Finance, and Information Technology
• Implementing systems, processes, and procedures that improve overall operations.
• Evaluating the efficiency and effectiveness of current systems, processes, and procedures, in addition to providing recommended changes to enhance current operations.

The Operations Manager will:

Support office administration tasks including:

• Serves as primary contact for facility needs, regarding building management such as conference room reservations, recycling/general maintenance, and staff building access. Keeps office supplies stocked; manages agency’s office supply budget.
• Answer the agency’s main phone line and manage incoming calls. Sends voicemails to appropriate, internal party.
• Sorts and distributes mail in the office and ensures employees are aware.
• Prepare and order new hire onboarding materials including, but not limited to, agency merchandise, ID badges, business cards, etc.

 Support human resources tasks including:

• Maintains the integrity and confidentiality of personnel and business files and records and ensures the accuracy of all documentation.
• Conducts phone screen interviews, schedules in-person interviews, and is the point of contact during the hiring process.
• Answers frequently asked questions from applicants and employees relative to standard policies, benefits, hiring processes, etc.; refers more complex questions to appropriate senior-level HR staff or management.
• Performs periodic audits of HR files and records to ensure that all required documents are collected and filed appropriately.
• Plans and executes special events such as benefits enrollment, organization-wide meetings, etc.
• Manages the scheduling of all staff and state office meetings. Sends appropriate calendar items to the state office team during the fiscal year.
• Provides initial coordination of internal placements and paperwork.
• Assists with onboarding new staff on benefits enrollment, HR paperwork, and IT access. Ensures the completion of background checks for employees annually.
• Provides clerical support to the HR Department and COO.
• Performs other duties as assigned.

Support IT tasks including:

• Manages the configuration of equipment inventory (computers, printers, etc.) and distributes temporary equipment to staff as needed.
• Act as a liaison between the organization and the IT consultant on support tickets for all staff.

Support finance tasks including:

• Reviews and approves staff monthly expense reports.
• Syncs the organization’s credit card transactions with expense reporting software.
• Answers frequently asked questions from employees relative to expense reporting software.  

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

The statements contained herein describe the scope of the responsibility and essential functions of this position but should not be considered to be an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other areas to cover absences or relief to equalize peak work periods or otherwise balance the workload. Other duties may be assigned by the senior leadership team.

Qualifications

The core competencies of this position include, but are not limited to:  

• Administrative Functions: Proficient in navigating internal filing and management systems and consistently completes reporting on time. For this role, the candidate will specifically need to be proficient in Microsoft Office products (particularly Excel), as well as in technology and general office equipment and software (e.g.: the ability to troubleshoot basic printer and computer issues, reset Wi-Fi systems, navigate online software platforms with minimal guidance, etc.
• Decision-Making and Problem-Solving: Can make timely decisions, and when seeking input from the leadership team, comes prepared with an analysis of available data and potential solutions.
• Relationship Building: Develops and maintains positive relationships with external stakeholders to ensure operations meet the organizational needs and to increase the exposure and trust of CIS-TN.
• Time Management and Planning: Attends a broad range of activities by scoping out the length and difficulty of tasks and projects and sets objectives and goals for projects. Needs minimal supervision to execute deliverables for multiple projects at one time.
• Process Development and Management: Ensures functioning and competent processes are in place. Can work diligently to monitor processes and provide optimal solutions to streamline and improve daily business operations.

EDUCATION and/or EXPERIENCE

Bachelor’s degree required.

Preference for candidates with formal education and full-time experience in an administrative/business role, specifically in Finance and/or Human Resources. Leadership experience preferred.

Additional Information

Benefits

How to Apply

DIVERSITY & EQUAL OPPORTUNITY

CIS-TN actively seeks to diversify its staff and encourages candidates of historically underrepresented populations to apply for this position, including but not limited to, those identifying as Black/African American, Indigenous/Native, Hispanic/Latinx, Asian, Middle Eastern, and other people of color; LGBTQ+ candidates; and candidates with disabilities.

CIS-TN is proud to be an Equal Opportunity Employer. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

Salary range is $55,000 – $65,000.

Submit an application at www.cistn.org/careers by Friday, March 15, 2024.

A criminal background check is required for any candidates who are offered a position with CIS-TN

Details

• Date Posted: February 21, 2024
• Type: Full-Time
• Job Function: Accounting / Financial Management
• Service Area: Social / Human Services