Operations Manager Jobs

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

• Benefits - We care about your well-being.
• 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.

Agency Description

The Managing Director’s Office (MDO) manages and oversees the operations of the City, including the Rebuild Office, which is a staff exclusively focused on the implementation of the Rebuild initiative.

Rebuild is an initiative of the MDO to improve physical conditions in selected parks, recreation centers and libraries. Rebuild is expected to invest hundreds of millions of dollars over the course of the initiative and a new office was created to carry out Rebuild’s work. In addition to revitalizing neighborhood public spaces, Rebuild is focused on using the projects it funds to empower and engage with community members and to promote economic opportunity for diverse businesses and individuals. Rebuild projects are carried out by a variety of partners, including consultants, nonprofit partners, and other City agencies. Rebuild works closely with the Philadelphia Parks and Recreation (PPR), the Free Library of Philadelphia (FLP) and other City departments.

To meet its goals, Rebuild is piloting different ways to deliver capital projects to neighborhoods with the most need, engaging with community members, and investing in supports to create economic opportunity for diverse businesses and Philadelphians. These new approaches are creating learning opportunities so that lessons and best practices can be applied to larger public and private capital projects.

To learn more about Rebuild, visit rebuild.phila.gov.

The Rebuild Operations Manager will be responsible for supporting the management and implementation of Rebuild’s (1) operations activities, (2) Project Management Information System and other systems and data, and (3) its program evaluation effort. This individual will assist Rebuild staff members with a wide variety of tasks and projects, with a focus on participating in and monitoring smooth and timely execution of processes related to design and construction, organizational management, program evaluation, and more. This person will be expected to participate in the creation and execution of workflows, manage projects, manage data, and identify and solve operational issues.

The Rebuild Operations Manager will work as a part of an Operations Team that support a small staff with many tasks and projects in progress, working on an initiative with multiple ambitious goals. This position reports to Rebuild’s Operations Director and will work collaboratively with the entire Rebuild team to ensure implementation of operational and evaluation activities support the Rebuild program needs. The ideal Operations Manager must be driven, versatile, and able to collaborate effectively with all kinds of people across many departments and organizations. Rebuild team members strive to be idealistic yet practical, maintain a positive attitude despite setbacks, and “roll with the punches.” This person will need excellent communications and interpersonal skills (written and verbal), project management skills, detail orientation, and comfort with systems and data.

This position is entirely grant-funded and exempt from City Civil Service requirements.

Government Administration or Construction Administration/Management experience is preferred, but not required.

Essential Functions

The Operations Manager’s primary responsibility will be to:

• Manage and facilitate core functions, processes, and systems necessary for Rebuild to deliver projects in a timely fashion and successfully achieve goals.
• Manage and coordinate Rebuild’s evaluation of its implementation and effectiveness, facilitate the program’s learning and improvement, and distill lessons learned to inform future policy making and implementation of capital development programs.

Operations Management

• Manage and support improvements of program processes, systems, reporting, and other aspects of program operations that support management of design and construction projects and other components of the Rebuild program. This may involve activities such as tracking deadlines, communicating and overseeing accurate implementation of processes, sharing project information with Rebuild stakeholders, processing business support program data, etc.)
• Support development of best practices and standards for a range of processes, systems, databases, tools, and metrics, and assist with implementation
• Build strong and sustained partnerships with organizations and individuals inside and outside of City government to accomplish goals. Coordinate with other departments and agencies to resolve issues and expedite work on Rebuild matters, e.g., program and project updates, Project Statement development, site lease ordinances, project initiation, grant applications.

Management of Project Management Information System

• Manage and support development and maintenance efforts for a Project Management Information System that (1) facilitates design and construction process and documentation management for project managers, designers, and construction teams, (2) manages contracts, invoices, and associated data for all program activities, (3) produces reports on data mentioned previously or otherwise stored in its database
• Develop, manage, and improve other databases as needed for the storage of Rebuild performance data
• Support management of consultant contracts involved in managing the Project Management Information System.
• Provide support to end users
• Support data analysis, presentation, and visualization, for internal and external reporting of Rebuild’s progress towards its goals (e.g., contracting dollars going to minority- and woman-owned businesses, etc.)

Program Evaluation

• Support the preparation and presentation of findings and lessons learned to key stakeholders and Rebuild staff
• Manage and support the collection, management, analysis, and reporting of key performance indicators for Rebuild’s operations – many of these data points are already being collected
• Coordinate and carry out evaluation activities (focus groups, observations, community surveys, etc) for Rebuild events, community meetings, etc.
• Manage and support the implementation of Rebuild’s evaluation strategy, ensuring that key evaluation questions are answered through data collection and analysis and create opportunities for learning and continuous improvement
• Support management of consultant contracts involved in managing Rebuild’s Program Evaluation

Other duties as assigned.

Competencies, Knowledge, Skills And Abilities

• Facile with electronic tools: Fluency in Microsoft Office Suite required; excellent skills in Excel and PowerPoint a plus; comfort with systems and data a plus.
• Attentive to Detail and Organization – strong organization skills, careful about details, thorough in completing tasks, able to meet deadlines, and persistent in pursuit of goals.
• Effective Communicator – outstanding oral and written communications skills for various audiences, strong interpersonal skills among colleagues and stakeholders.
• Critical Thinker - proven ability to work through complex problems/ tasks and the ability to prioritize and multitask to meet deadlines.
• Project and Portfolio Management – Ability to create high level strategy and outline the steps needed to meet all objectives; proven ability to manage a portfolio of many short- and long-term projects simultaneously, including independence and reliability with planning, tracking, communicating status, and closing projects.
• Mission-Oriented - passionate about and dedicated to the goals of the Rebuild initiative.
• Collaborative- Ability to establish and maintain effective working relationships with internal and external stakeholders, such as other departments, partners, government officials, and the general public.
• Flexible – the ability to operate in an “all-hands-on-deck” environment and an eagerness to contribute to the success of Rebuild, even when tasks may fall outside of core responsibilities.
• Adaptive – ability to drive change in challenging and complex projects, and to be a self-starter with the flexibility to both work independently and as part of a team.

Work-Life

Working hours are generally 37.5 hours per week. Our team is currently hybrid with both virtual and in-office days, however the position can opt to come in the office each day if desired

Qualifications

• A minimum of 3 years Project Management experience managing multiple, large, cross-functional teams or projects
• Excellent self-direction and the ability to take ownership and drive responsibilities through to completion
• Ability to work in a fast-paced environment and meet tight deadlines
• Experience in government, nonprofit, design, or construction or related fields preferred
• Deep experience and familiarity with Microsoft Excel and other data management and analysis software
• Demonstrated interest and engagement in parks, community development, youth programming, sustainability, athletics, or public administration
• Ability to establish and foster relationships with cross-sector partners and to work as part of a collaborative team.
• Completion of a bachelor’s degree from an accredited institution required

Additional Information

TO APPLY: Interested candidates must submit a cover letter, references and resume.

Salary Range: $70,000 - $75,000

Did you know?

• Generous retirement savings options are available
• The successful candidate must be a city of Philadelphia resident within six months of hire
• Our wellness program offers eligibility into the discounted medical plan
• Employees receive paid vacation, sick leave, and holidays
• We are a Public Service Loan Forgiveness Program qualified employer
• 25% tuition discount program for City employees (and sometimes spouses and dependents as well) in partnership with area colleges and universities
• We offer Comprehensive health coverage for employees and their eligible dependents

Please note that effective September 1, 2021 the City of Philadelphia is requiring all new employees to present proof of vaccination against COVID-19.

The City of Philadelphia is an Equal Opportunity employer and does not permit discrimination based on race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, source of income, familial status, genetic information or domestic or sexual violence victim status. If you believe you were discriminated against, call the Philadelphia Commission on Human Relations at 215-686-4670 or send an email to [email protected].

For more information, go to: Human Relations Website: http://www.phila.gov/humanrelations/Pages/default.aspx