Operations Manager

Job Summary

The Village Project, Inc., provides vulnerable adults, children, and families from historically underserved communities in Monterey County with culturally appropriate mental health services, educational support, and social advocacy so that they can become self-sufficient, self-directed, and self-determining members of the community.

The Operations Manager will oversee the day-to-day operations of the organization, including management of the office, human resources, finances, and grants, including analysis and improvement of organizational processes to improve quality, productivity, and efficiency.

The Operations Manager is responsible for the direct supervision of administrative support staff, office volunteers, and the overall coordination of office services for the agency.

The Operations Manager is the primary point of contact for both external clients and internal staff for addressing, identifying and resolving problems, and ensuring confidentiality is maintained and adhered to.

Duties and Responsibilities

 Under the direction of the Executive Director, the Office Manager is responsible for:

 Administration:

• Establishing work priorities including delegating, coordinating workflow and work schedules, and checking for
• accuracy and completeness.
• Helping develop, implement, and review operational policies and procedures.
• Training the Executive Assistant and/or Administrative Assistant as resource personnel for the executive director and clinical director to include management of appointments, travel, written correspondence, clinical therapy scheduling, clinical journal entries, client referrals, client tracking, and record minutes of general staff meetings and clinical staff meetings as required.
• Responsible for oversight of administrative staff issuing National Provider Indicator (NPI) numbers.
• Assisting with greeting visitors, answering telephones and front desk duties when department is short staffed.
• Ensuring all legal and regulatory documents are filed and monitor compliance thereof.
• Maintaining updated files of all agency contracts including insurance policies.
• Monitoring and ordering all office supplies.
• Maintaining an up-to-date inventory and tracking and ensuring safeguards of all agency equipment and supplies.
• Maintain and oversee secure, confidential filing and storage of client charts and donor information.
• Reviewing, classifying, and filing a variety of legal and historical documents using a standardized classification system.
• Interpreting, explaining, and implementing new office policies and procedures.
• Supporting the executive director and the board of directors in strategic planning, fundraising, grant management, program development, evaluation, and reporting.
• Working closely with the Mae C. Johnson Education and Cultural Enrichment Academy and the Emanyatta Saturday School Program to help plan and execute the end of the year graduation ceremonies for both programs.
• Ensure that efficient, best-practice standards are adhered to, updating and overseeing contact information for students and clients.
• Serve as the primary point of contact for Executive Director schedule.

 Human Resources:

• Helping manage recruitment, hiring, and orientation of employees, to including an up-to-date checklist that all onboarding standards are complied with.
• Implement compensation determinations; manage benefits for all staff. Maintain regular and scheduled supervised sessions with administrative assistant(s) and office volunteers to review work priorities, assess workload, and assess the quality of written and typed reports and correspondence.
• Coordinating and maintaining the effective flow of work between the clinical and clerical staff, programs, and departments.
• Reviewing, approving, and submitting employee timesheets and contractor invoices to payroll consultant.
• Assisting with the implementation and tracking of employee work plans and coordinating with department managers, to include alerting department heads of upcoming performance reviews for their subordinates. Audit all personnel files to ensure all information is included.
• Maintaining a tracking system for all leave taken by employees and ensuring that the department lead, Executive Director, and Clinical Director are informed of any emerging attendance issues.
• Communicating with Landlord on all issues pertaining to the Lease Agreement.
• Create a point of contact list with all vendors, i.e. janitorial, supplies, etc.
• Oversee information systems and software upgrades in consultation with the Executive Director.
• Ensure the agency complies with local, state, and national labor related regulations and requirements.
• Representing the organization in external meetings and events with stakeholders, partners, donors, media, and community members in the absence of the Executive Director.

Finance:

• Ensure all purchases and expenses go through administrative staff.
• Oversee administrative staff responsible for issuing credit cards and collecting receipts.
• Other agency-related duties as assigned.

Qualifications and Skills

The ideal candidate for this position will have:

• A bachelor’s degree or higher in business administration, public administration, non-profit management, or a related field, or equivalent experience.
• At least 3 years’ experience as an Officer Manager or equivalent position.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Teams, Outlook), and other relevant data tracking software tools.
• Strong leadership and management skills and ability to motivate and inspire staff and volunteers.
• Knowledge of non-profit accounting, finance, grant-making, and fundraising practices.
• Experience in billing, including Medi-Cal, and inventory maintenance record keeping.
• Experience in setting up and/or maintaining filing systems.
• Strong organizational and time management skills; ability to prioritize and multitask.
• Strong problem-solving, and decision-making skills.
• Ability to adapt to changing needs and situations.
• Excellent written and verbal communication skills.
• Passionate about the mission and vision of the organization.
• Strong ability to relate to and work with a predominantly African American clientele.
• Familiarity with AVATAR Behavioral Health Case Management System but will train.

The Village Project, Inc. is an Equal Opportunity Employer. We are committed to diversity, inclusion and equity in our work and in our hiring practices. We do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity or expression, or any other protected status. We welcome applications from qualified candidates who share our vision and values.