Program & Systems Manager

About SB ACT

Advancing Collective Transformation (SB ACT) works to address homelessness in Santa Barbara County through systems coordination, collaboration, and elevating lived experience. We operate the FARO Center, a daytime navigation center in downtown Santa Barbara, and lead collaborative efforts that improve outcomes for people experiencing homelessness.

Position Overview

SB ACT operates multiple programs and partnerships, including the FARO Center, CenCal-supported services, and regional collaborative initiatives. These efforts require strong internal systems, consistent reporting, and clear accountability across teams and partners.

The Program & Systems Manager is responsible for ensuring that SB ACT’s programs run with operational consistency, accurate reporting, and reliable follow-through. This role owns internal systems, tracking, and coordination across programs to ensure that nothing falls through the cracks. Serving as an internal operational backbone, this position helps keep commitments on track, deadlines met, and systems functioning effectively across the organization — all in service of improving outcomes for people experiencing homelessness.

Responsibilities

The Program & Systems Manager has full ownership of program tracking, reporting systems, and internal coordination across SB ACT programs.

Operational Systems & Accountability

· Own and maintain organization-wide systems for program tracking, deliverables, deadlines, workflows, and documentation

· Ensure all major program responsibilities are clearly assigned and tracked

· Identify breakdowns in systems and implement improvements

· Maintain a centralized system for organizational knowledge, workflows, and processes

CenCal / Billing Coordination

· Own tracking and coordination of CenCal / Day Hab reporting requirements

· Ensure all required documentation is complete, accurate, and submitted on time

· Coordinate with Tyson (Development & Finance) and Crystal (Controller) on billing readiness

· Monitor compliance requirements tied to revenue and escalate risks immediately

Contracts & Deliverables Management

· Maintain a master tracking system for all contracts, grants, and funding requirements

· Track deliverables, reporting deadlines, and compliance requirements

· Ensure responsible staff are aware of and meeting obligations

· Proactively flag risks related to missed deadlines or non-compliance

Program Coordination & Internal Alignment

· Coordinate across FARO Operations, Development & Finance, and Program Support

· Ensure communication and alignment across teams

· Translate high-level direction into clear next steps and assignments

· Track progress on organizational priorities and initiatives

ACT on Homelessness Collaborative – Operational Support

· Track collaborative initiatives, commitments, and follow-up actions

· Maintain partner contact lists and engagement tracking

· Ensure follow-through between meetings

· Support preparation of meeting materials, updates, and reporting

Data Integrity & Reporting

· Ensure consistency and accuracy across all program data and reporting

· Maintain organized records for audits, funders, and internal use

· Standardize reporting processes across programs

· Identify opportunities to improve data quality and usability

Strategic Alignment

· Support the Executive Director in executing organizational priorities

· Provide visibility into program performance, risks, and bottlenecks

· Ensure operational systems support SB ACT’s long-term growth and sustainability

· Support scaling efforts by building repeatable and reliable workflows

Escalation Structure

· Escalation to the Executive Director is limited to:

· Missed or at-risk revenue (CenCal, grants, contracts)

· Compliance or reporting risks

· System failures impacting multiple programs

All other coordination and system decisions are handled independently.

Duties and responsibilities may evolve as program needs grow. The Program & Systems Manager is expected to adapt to organizational needs consistent with the scope and level of this position.

Reporting Relationships

The Program & Systems Manager works cross-functionally with all SB ACT staff and serves as the central coordination point for program systems and accountability. This position reports directly to the Executive Director.

Work Experience / Requirements

· Bachelor’s Degree and/or minimum 5 years of relevant operations, program management, or systems coordination

· Strong organizational and systems-thinking skills

· High attention to detail and follow-through

· Experience managing multiple priorities and deadlines

· Experience with data tracking, reporting systems, or compliance preferred

· Experience in nonprofit or human services preferred

· Bilingual preferred

To apply, send resume and cover letter to ***email_hidden***