Program Operations Manager – San Francisco Bay Area (SFBA)

Reading Partners is changing the education landscape. We are a leader in working to solve the literacy crisis in our country by leveraging community volunteers in under-resourced schools. Our diverse and expansive volunteer base provides one-on-one tutoring to students twice weekly, and our program is proven to help children master the reading fundamentals they need to unlock their potential as successful, happy, and confident readers in school and in life. Our people are our heartbeat and our greatest resource; we are all passionately rallied around our mission to help children become lifelong learners by empowering communities to provide individualized instruction that truly works. Join our stellar, committed team leading the charge to deepen our impact and expand our service. Watch this video to learn more about the mission and core tutoring work of Reading Partners.

The high level:

The Program Operations Manager (POM) is part of the program staff at Reading Partners, San Francisco Bay Area (SFBA). The Program Operations Manager's main role is to provide administrative and capacity-building support to the SFBA program team in a variety of functional areas regionally and nationally. This role provides operational and capacity-building support to the region’s programmatic initiatives. At the regional level, the POM reports directly to the Program Director and works collaboratively with Program Managers. They will manage all programmatic and some organizational operations and center-based operations to support program implementation.

The POM in partnership with the National AmeriCorps team, local Community Engagement team, and Program Director, will lead recruitment, training, and support for regional AmeriCorps members. This includes the operational and technology support necessary to help ensure the success of AmeriCorps members in supporting programmatic impact and outcomes. The POM will also work closely within the region to drive Literacy Intervention Tutoring to support the delivery of literacy programming in the region.

This role will be essential to carrying out our mission by helping us maintain accurate operational systems for online and in-office resources. The Program Operations Manager role is an exciting opportunity for a highly organized, entrepreneurial, and detail-oriented professional.

What you’ll do:

Lead recruitment of AmeriCorps members and hourly staff for Reading Partners, SFBA

• Collaborate with local program staff and the National AmeriCorps team to ensure implementation of best practices to drive impact.
• Serve as the main driver for Americorps recruitment operations, selection, onboarding, and coaching in the region, including:
  • Driving local Americorps recruitment efforts.
  • Developing partnerships with the career departments at local universities.
  • Designing and implementing a streamlined hiring process.
  • Managing Americorps onboarding processes.
  • Facilitating a successful on-boarding/off-boarding for all Americorps members.
• Lead the onboarding process for hourly staff, including:
  • Partnering with the Program Director to hire, place, onboard, and offboard hourly staff.
  • Ensuring that they have the proper materials, resources, and setup to be successful in the region.

Partner with the Program Director to centralize training logistics and operations for AmeriCorps Members and hourly staff

• Manage logistics and operations on training days, working closely with Program Managers
• Coordinate or manage various service day activities including but not limited to:
  • 911, Winter book distribution, MLK day, AmeriCorps service week, Spring book distribution
• Support staff with AmeriCorps timesheet approval, ensuring accurate data is collected and submitted.
• Identify and share projects and events at which AmeriCorps Members can earn additional service hours as needed. Ensure all “extra hours” opportunities are approved and verified in a timely manner.
• Ensure completion of regional facing on-corps time cards and member records.
• Liaise with the national AmeriCorps and HR teams to support the AmeriCorps Members’ access to and use of member benefits (insurance, travel reimbursement, etc.).

Update, create, and maintain resource management systems to ensure accurate accounts of regional technology resources:

• Improve and maintain communication channels that effectively and efficiently inform staff of important deadlines.
• Maintain accurate invitations on the Regional Calendar and support regional use of online meeting platforms (Google Meets, Zoom).
• Technology devices management (MacBooks, iPads, headphones, hotspots, etc.)
  • Maintain/update the system to track, order, and disburse devices
• Work with National IT staff to manage the upkeep and maintenance of devices.
• Support regional staff and AmeriCorps Members with accessing and managing online RP accounts (Google Suite, Salesforce, etc.)
• Support coordination of tutoring center-based technology management.

Provide day-to-day operational support for the SFBA program team and region

• Manage the overall program and tutoring center supply system
  • Work with program staff to develop and maintain in-office organization procedures for program materials.
  • Track school-based supply requests and orders as well as support supply collection and or delivery.
  • Partner with the Program Director to assess Reading Center logistics and setup for new partners.
  • Manage procurement processes to ensure the tutoring centers in schools have all necessary supplies;
  • Manage all components of curriculum materials for each tutoring center:
    • Work with National Program to conduct a yearly audit for curriculum materials needs.
    • Create a system for ordering and disbursement of curriculum materials.
    • Organize and plan materials sorting and packaging when needed before disbursement.
    • Track when and where materials are distributed.
    • Ensure all reading centers are supplied with the required materials.
    • Work with Program Managers to coordinate the pick-up and or delivery of materials.
• Lead regional book drive/donation projects to ensure all reading centers have full and diverse Read Aloud libraries.
• Manage and maintain the region-wide program supply system
  • Track, manage & ensure disbursement of program department supply orders
  • Coordinate with Regional Leadership on overall supply management and office space organization for the region

Provide capacity-building support to Reading Partners school-based tutoring centers

• Substitute to provide Reading Center coordination and day-to-day. operations, as needed in the event of a Program Coordinator's absence.
• Provide Reading Partners Connects and Reading Partners Traditional tutoring sessions as needed.
• In partnership with Program Managers and AmeriCorps Program Coordinators, support the setting and tracking of Reading Partners program goals for the region.

Other duties as needed.

How you’ll do it:

Relationship Development & Communication:

• Cultivate strong relationships with local organizations, educational institutions, religious centers, and nonprofits to ensure that their leadership is aware of Reading Partners and our AmeriCorps positions by conducting info sessions, emailing, sending flyers, and more. You are an effective communicator and a natural “connector”, and you have a track record of successfully establishing rapport quickly and maintaining relationships, even at a distance.

Problem Solving & Decision-Making:

• Demonstrate a strong ability to recognize problems, solve them quickly, and appropriately message all shifts. Make decisions that consider all stakeholders, and act accordingly.

Educational/AmeriCorps Expertise:

• Ensure that the information we provide to organizations and potential candidates is accurate, thorough, and engaging.

Project Management:

• Demonstrate an ability to manage time effectively, balance multiple competing priorities at once, and, above all, remain adaptable, flexible, and positive while navigating challenges.
• Anticipate challenges or questions and proactively act to address them. Understand larger strategic priorities and make measurable progress against these larger goals.
• Show an ability to make quick, sound, and on-the-fly decisions that consider all stakeholders. See the bigger picture and be able to drill down to smaller details and connect the dots.

Innovative Thinking:

• Demonstrate an ability to create processes and systems to streamline internal operations in the region.
• Demonstrate a high level of comfort with ambiguity and an ability to create order.
• Demonstrate an aptitude for framing problems as opportunities and always pushing to streamline further.

About you!

You’ll be successful in this role if you:

• Have 2-4 years of experience with nonprofit operations management.
• Exposure to recruitment, marketing, and/or volunteer management.
• Are proficient at creating & maintaining effective systems using Google Suite.
• Have excellent time management skills & detail-oriented.
• Experience reviewing inventory systems with close attention to detail.
• Can work independently and are a self-starter.
• Interact effectively with diverse groups of people.
• Boast a deep belief in our mission.
• Demonstrate a commitment to race, equity, diversity, and inclusion in your leadership.
• Display a deep belief in our mission and root your work in our core values.
• Ability to prove eligibility to work legally in the U.S. and that you are at least 18 years of age.

Bonus Points if you:

• Interest or experience in small or large group training
• Are an AmeriCorps, Peace Corps, or other national service alum/alumna.
• Have experience working in the launch or growth phases of organizations.
• Are bilingual (Spanish speaking preferred).

The other things you need to know:

• This role is hybrid with in-person reporting to the office 1-2 times per week and/or weekly school partner site visits throughout the Oakland/San Francisco Bay Area.
• Travel: This position requires travel throughout the Oakland/San Francisco Bay Area.
• Must be able to lift boxes up to 50lbs.
• Reliable transportation is needed to deliver items to schools on an ad hoc basis (sponsored rideshare is available for non-drivers).

What we offer:

Reading Partners’ compensation and benefits programs are designed to attract, motivate, engage, and retain top talent to propel our mission forward. We aim to set salaries based on objective, external, high-quality market data. Our salaries are adjusted for candidates in different geographic regions. We do our very best to ensure that we’re bringing our best offer - therefore we do not engage in salary negotiations.

• This is a full-time, non-exempt, and hourly position. The pay range for this position is $34.30 - $40.36 per hour.
• We offer a comprehensive benefits package, including medical, dental, vision, disability, life insurance, flex spending accounts, generous paid time off, commuter benefits, an Employee Assistance Program (EAP), and currently a 403(b) match option.
• Professional development reimbursement fund up to $1,000 per year.
• Unlimited or Flexible Paid Time Off (PTO) benefits for regular employees scheduled to work 30 hours or more per week
• We offer an exciting and dynamic culture, and we commit to investing in and supporting our amazing people to grow their careers with us.