Manager, Program Operations na undefined
undefined · Los Angeles, Estados Unidos Da América · Onsite
- Professional
- Escritório em Los Angeles
Position: Department: Reports to: Category: FLSA Status: | Manager, Program Operations Policy & Community Building Director, Policy & Community Building 100% Full-Time Exempt |
JOB SUMMARY: The Program Operations Manager serves as the primary point person for the administrative operations of the Policy & Community Building Department. This role is responsible for maintaining efficient systems and processes that support the department’s daily functions and programs. Key responsibilities include managing grant reporting and budget tracking, overseeing administrative requests, supporting departmental planning and compliance activities, and ensuring that all reporting meets Center and funder requirements. This position plays a critical role in keeping the department running smoothly and effectively.
ESSENTIAL FUNCTIONS
Administrative & Operational Oversight
- Provide administrative leadership to ensure efficient daily operations and consistent support across department staff
- Oversee calendar and meeting management processes for department leadership; supervise and guide the Administrative Coordinator’s day-to-day scheduling responsibilities
- Manage department-wide planning activities, including logistics coordination, vendor engagement, and supply ordering systems
- Serve as the primary liaison to internal departments (Events, IT, People & Culture, Security/Facilities) to ensure operational alignment and problem resolution
- Oversee improvement of internal workflows and administrative systems to support cross-team collaboration and organizational efficiency
- Complete additional operational tasks as needed
Grants & Compliance Management
- Track progress on grant deliverables, ensuring alignment with objectives, timelines, and compliance standards
- Oversee development and submission of grant applications and reports; review materials prepared by the Administrative Coordinator or relevant staff
- Maintain oversight of administrative grant functions including vendor agreements, onboarding processes, and payment workflows
- Ensure department compliance with grant conditions, including data integrity, reporting accuracy, and audit readiness
- Maintain systems for grant documentation and reporting in coordination with Finance and Programs
Budget & Fiscal Oversight
- Monitor and reconcile grant budgets and expenditures; identify discrepancies and collaborate with Finance to ensure accuracy
- Prepare and review financial and programmatic reports, including board reporting and audit documentation
- Analyze budget data to support strategic decision-making and resource allocation
Staff Supervision & Workflow Management
- Supervise the Administrative Coordinator, including workload prioritization, coaching, and performance development
- Develop and manage departmental workflows related to grants, finance, and administrative operations to ensure timely execution and accountability
- Review project summaries, reports, and submissions for accuracy and completeness
Qualifications
- Minimum 5 years’ experience providing high-level administrative and operational support
- Minimum 3 years’ budget and/or finance experience
- Excellent Excel and Microsoft Office skills.
- Demonstrated ability to triage and manage multiple tasks for a team in a fast-paced environment
- Strong communication and interpersonal skills, including experience in giving in-house presentations and training
- Mission-oriented and experienced in motivating staff and volunteers based upon the shared goal of providing excellent service to clients from marginalized communities
- Access to reliable transportation and the ability to be insured
