Operations Manager

Operations Manager

The Operations Manager serves as the operational bridge between the Executive Director and Program Managers, ensuring organizational goals, compliance requirements, and fiscal priorities are effectively implemented across all locations. This role gives Executive Leadership clear visibility into day-to-day functioning at each location, identifies operational barriers and trends, and equips Program Managers with the resources and systems they need to succeed.

The ideal candidate is a strong operational leader and systems-builder who can improve processes, support accountability, and promote consistency across a growing organization serving individuals with intellectual and developmental disabilities.

Core Responsibilities

1. Executive Strategy, Reporting & Location Oversight

• Operational Planning: Translate the Executive Director's strategic vision, growth priorities, and organizational goals into actionable operational plans and measurable outcomes.
• Leadership Reporting: Monitor daily operations, staffing capacity, and service delivery challenges across all LEAP locations; consolidate updates from Program Managers into clear, high-level reports for Executive Leadership.
• Trend & Risk Identification: Track key operational indicators – staffing capacity, program needs, compliance status, billing concerns, vendor issues, and service delivery challenges – to flag inconsistencies across locations and recommend solutions.
• Policy Implementation: Assist in developing, updating, and maintaining organizational policies, procedures, and operational standards to promote consistency across all locations.

2. Fiscal Operations & Revenue Management

• Funding & Billing: Oversee monthly billing processes to Regional Centers and other funding sources, ensuring billing is accurate, timely, and compliant with service requirements; monitor outstanding invoices and payment trends.
• Accounts Payable & Purchasing: Manage the invoice pipeline and monitor purchasing to ensure spend aligns with established budgets and approval procedures.
• Budget Support: Partner with accounting professionals and the Executive Director to monitor operational expenses, analyze financial trends, support budget development, and prepare for financial audits and reviews.

3. Compliance, Contracts & Risk Management

• Audit Readiness: Maintain operational readiness for audits and reviews from DDS, Regional Centers, and other regulatory bodies; develop and maintain proactive tracking systems for documentation and compliance requirements.
• Vendor & Contract Management: Oversee the full lifecycle of vendor contracts and service agreements – tracking renewals, expiration dates, insurance documentation, and performance – and coordinate vendor onboarding.
• Quality Assurance: Identify operational risks and partner with leadership on corrective action plans and continuous process improvement.

4. Program Manager Support & HR Partnership

• Operational Partnership: Serve as a resource to Program Managers, removing administrative barriers, improving workflows, and providing the tools and systems needed to manage programs effectively. (This role supports program operations but does not oversee clinical decisions, case management, or direct service oversight.)
• Workforce Planning: Partner with the HR Manager on workforce planning, staffing models, and resource allocation to support organizational growth.
• Onboarding & Culture: Support onboarding and training pipelines so operational teams understand and successfully implement HR processes and organizational expectations, and contribute to employee engagement and culture initiatives.

5. Facilities & Office Management

• Office Operations: Oversee day-to-day office management at HQ, including supplies, equipment, and general workplace upkeep.
• Vendor & Lease Coordination: Manage relationships with landlords, building management, and facilities vendors (cleaning, maintenance); track lease terms, renewal dates, and service agreements.
• Insurance & Risk Coverage: Maintain and track LEAP's organizational insurance policies (e.g., general liability, property, workers' compensation, professional/liability, D&O), including renewal dates, coverage limits, and certificates of insurance; serve as point of contact with the insurance broker and flag coverage gaps or renewal issues to the Executive Director.
• Workplace Safety: Partner with HR to maintain a safe workplace in accordance with Cal/OSHA requirements, including maintaining LEAP's Injury and Illness Prevention Program (IIPP) and coordinating facility-related safety inspections.
• Emergency Preparedness: Maintain business continuity and emergency action plans (fire, earthquake, evacuation procedures).
• Equipment & IT Coordination: Coordinate with IT/equipment vendors on setup and maintenance of office technology and equipment needs.

Qualifications Required

• Bachelor's degree in Business Administration, Healthcare Administration, Nonprofit Management, Social Services, or related field preferred.
• Minimum 5 years of experience in operations, nonprofit, healthcare, human services, or a related field.
• Experience managing operational systems, budgets, processes, or teams.
• Strong organizational, problem-solving, and relationship-building skills, with the ability to manage multiple priorities in a fast-paced environment.
• Proficiency with Microsoft Office 365.

Preferred

• Experience working with individuals with intellectual and developmental disabilities.
• Experience with California Regional Center systems, Family Home Agency (FHA), case management, behavioral health, or social services.
• Experience with Medi-Cal billing or healthcare revenue systems.
• Experience with QuickBooks Online or other financial systems.
• Experience supporting organizational growth and expansion.