Operations Manager Nonprofit

Job Description

Job Description

JOB SUMMARY

The Operations Manager supports agency-wide infrastructure through cross-functional project management, operational coordination, and systems maintenance. Reporting to the Chief Operating Officer (COO), this role works across departments and sites to ensure that operational systems, vendor relationships, policies and procedures, compliance documentation, and technology are consistent and well-maintained across all sites. The Operations Manager role is integral to Allies' organization-wide integration work and to ensuring the consistent implementation of operational systems that support high-quality services across all programs. Given the breadth of the role and its access to sensitive information, discretion and sound judgment are essential. The Operations Manager directly supervises assigned staff. Allies is in an active period of program growth, with significant facilities development ahead. The Operations Manager will be directly involved in planning for and supporting that work -- and as the agency grows, there is room for this role to grow with it.

ESSENTIAL JOB DUTIES

To successfully perform this job, an individual must believe in and act in accordance with the Agency's mission/vision statements, adopted theoretical frameworks, and philosophy, and adequately carry out each essential duty. The requirements listed below reflect the knowledge, skills, and abilities needed. Reasonable accommodation may be provided to assist individuals with disabilities in performing the essential functions. In accordance with our "team" philosophy, the person filling this position may occasionally be required to carry out or assist with other tasks beyond the duties listed in this job description.

Cross-Functional Operations & Project Management

• Manage cross-functional operational projects that strengthen agency infrastructure and improve consistency across programs and sites
• Working closely with the COO, develop practical workplans, timelines, and deliverables for priority initiatives; maintain trackers and dashboards; provide regular status updates, flag risks, and bring the COO in when input or decisions are needed
• Identify process gaps and propose practical improvements; implement approved solutions, document clear written procedures, and coordinate training and rollout so that changes are implemented consistently across the agency, and integrated into day-to-day practice
• Serve as a coordination point across departments, working with staff, program leadership, and the executive team to support follow-through on operational priorities

Contract Administration & Vendor Management

• In coordination with Finance and HR, maintain a comprehensive, organized contract file system so that others can readily access current scopes of work, compliance requirements, deliverables, reporting deadlines, and renewal dates.
• Manage vendor relationships: for assigned operational vendors (e.g., IT, equipment leases, software, building leases), serve as primary point of contact managing the full relationship lifecycle; for all other vendors, work with cross-agency leads to maintain centralized files and ensure timely documentation and compliance.
• Support day-to-day procurement processes and documentation, and the annual agency insurance assessment, in coordination with the COO, CFO, and Finance Department.

Policy & Procedure Management

• Serve as the agency's central keeper of all policies and procedures -- maintaining the master policy index, current versions, review history, and approval records; support development of new policies as needed, including drafting, version control, and communicating updates to staff.
• Manage policy review cycle and support Board Compliance Committee work -- tracking reviews, coordinating drafting/approvals through the appropriate process (Board, Compliance Committee, Early Head Start Policy Council, etc.), preparing agendas, and ensuring follow-through on decisions.
• Coordinate training on key agency policies (e.g., mandated reporting, workplace violence prevention, conflict of interest), ensure documentation of completion, and work to keep policy governance consistent with accreditation, licensing, and contractual requirements.

Accreditation Support & Compliance Tracking

• Serve as the agency's point person for keeping accreditation work moving forward: maintaining trackers, coordinating evidence collection across departments, ensuring follow-through on action items, and reporting progress to leadership.
• Build and maintain agency-wide tracking systems — including for training records, supervision logs, and staff certifications — that program leads can use to keep their compliance documentation current. Ensure approved minutes and key governance documents are properly filed and accessible for accreditation, contract, and audit purposes.
• Work with department and program leads to conduct an annual review of compliance documentation across accreditation, contract, and regulatory requirements.

Information Technology & Records Management

• Serve as the day-to-day lead for IT operations -- including computer hardware, software systems, phones, communications technology, and online platforms -- managing the agency's relationship with contracted IT vendor, defining service needs, setting clear expectations, and overseeing the planning and execution of technology transition projects.
• Ensure staff IT support requests are prioritized, tracked, and resolved; manage IT inventory, hardware distribution, and replacement schedules (e.g. laptops, monitors, cell and desk phones, etc.)
• Drive the agency's transition to consolidated electronic records systems -- including physical record digitization and server-to-cloud migrations -- developing naming conventions, filing protocols, and access structures, and coordinating staff training to ensure records are organized, accessible to the right people, and maintained correctly over time; coordinate with the IT vendor, COO, CFO, CPO, and other relevant agency leaders.
• Serve as lead on records management and retention -- partner with department leads across sites to consolidate and organize records, ensure consistent application of retention schedules, and confirm that physical and electronic documentation is maintained, archived, and destroyed as required.
• In coordination with the COO and relevant staff, plan and lead the annual technology assessment -- researching current systems, staff training needs, and alignment with short- and long-term goals -- and bring findings and recommendations for review.
• Coordinate with the IT vendor and program leadership on data security measures, disaster recovery planning, and HIPAA compliance for electronic records systems.

Site Operations & Safety

The level of Operations Manager oversight varies by site and activity. In collaboration with COO, CPO, Head of Educational Excellence and designated site-level staff:

• Oversee day-to-day facilities operations across agency sites, with the level of involvement varying by site based on licensing and oversight structures.
• Coordinate workspace planning across 5 sites -- seating, space allocation, and setup.
• Manage site access (i.e., security systems, key distribution, passcodes, parking, etc.).
• Manage general office supply procurement, inventory, and distribution.
• In collaboration with Head of Educational Excellence, plan and facilitate monthly Safety Committee activities (agendas, minutes/records, follow-through on action items).
• Ensure safety drills are conducted and documented across sites per Allies' schedule and in compliance with accreditation, regulatory, and contract requirements; support emergency preparedness efforts, including review and updating of emergency protocols.

HR Facilitation

• Support the HR Manager in keeping day-to-day HR operations on track -- ensuring tasks are moving, issues are flagged, and follow-through happens.
• Provide project management support for the annual HR audit in coordination with the HR Manager -- tracking what needs to be reviewed, compiling documentation, and ensuring the process stays on schedule.
• Take on ongoing HR-related projects as needed -- including maintaining the organizational chart, coordinating job postings, and supporting the annual workforce assessment.
• Training, Onboarding & Staff Development
• Work with program leads and HR to support a consistent agency-wide onboarding experience -- connecting new team members to Allies' mission, systems, and culture across all sites.
• Monitor and maintain the annual agency-wide training plan and calendar -- keeping required topics current across contracts and regulatory requirements, tracking participation and completion, and following up to keep things on track.
• In collaboration with the HR Manager and program leadership, support the development and launch of a supervisor training program -- grounded in Allies' standards and tied to leadership development and staff growth pathways within the agency.
• Help manage the planning, budget, and implementation of staff appreciation and recognition activities -- including tenure recognition, all-staff celebrations, and welcoming new team members.
• Coordinate annual and project-specific feedback survey distribution to support continuous quality improvement efforts.

Reporting & Special Projects

• Develop and maintain operational reports, dashboards, and progress updates to support leadership decision-making.
• Support governance documentation -- ensuring board packets, meeting minutes, bylaws, board manuals, and other key documents are completed, filed, and accessible.
• Compile organizational documentation, data, and supporting materials for grant applications and reports.
• Compile quarterly risk review documentation -- gathering data, tracking action items, and preparing materials to support leadership review and reporting.
• Take on special projects and priority initiatives as needed in support of Allies' strategic and operational goals.

QUALIFICATIONS & EDUCATION

REQUIRED

• 5+ years of progressively responsible experience in operations, project management, human resources, or administration (nonprofit or human services strongly preferred)
• Demonstrated experience managing multiple simultaneous complex projects, competing deadlines, and cross-departmental coordination
• Ability to synthesize fast-moving information from multiple sources into clear plans and documentation; consistent follow-through that keeps work on track from start to finish
• Supervisory experience, including setting expectations and supporting staff growth and performance
• Strong judgment and discretion -- this role has broad access and visibility across the agency and requires the ability to handle sensitive information with care
• Strong writing and organizational skills -- able to translate work into clear policies, procedures, project plans, and updates for leadership, while tracking many open items simultaneously and following through consistently
• Proficiency with Microsoft 365 and comfort with technology; able to assess technology needs, evaluate equipment including useful life, and make practical recommendations; experience working with contracted IT providers to plan and execute technology projects
• Commitment to cultural responsiveness in the design of operational systems and practices
• Collaborative mindset and drive to solve problems

STRONGLY PREFERRED

• Experience supporting accreditation, licensing, or compliance documentation processes (Council on Accreditation familiarity a plus)
• Experience managing vendor relationships/contracts (renewals, SOWs, service expectations)
• Bachelor's degree in a relevant field (or comparable combination of education and experience)
• Familiarity with the inner workings of a government-funded nonprofit -- contracts, funding sources, licensing, compliance, and how they all connect
• Familiarity with records retention requirements and compliance documentation

A PLUS

• · Human resources experience or familiarity with PEO models
• · Experience with grant reporting and/or government contract administration
• · Bilingual in English and Spanish
• · Experience with California Community Care Licensing; local, state, or federal government service contracts such as Head Start, LA Department of Children and Family Services.

Today'sHR is an equal opportunity employer and we are committed to Equal Employment Opportunity regardless of race, color, national origin, gender, sexual orientation, age, religion, veteran status, disability, history of disability or perceived disability, and per the Fair Chance Ordinance will consider qualified applications with criminal histories in a manner consistent with the ordinance.