Description
OFFICE MANAGER
Department: Site Administration
Reports To: Site Supervisor
Location: Preschool Site
POSITION SUMMARY
The Office Manager supports site-level administrative excellence and family services operations. The role manages daily office workflows, enrollment and family intake, attendance and funding documentation, front-facing communications, and preschool administrative records while supporting compliance with Title 22, Title 5, CDE, and CDSS requirements.
CORE RESPONSIBILITIES
- Manage daily office operations, data systems, front-facing communications, clerical workflows, and a professional and welcoming site environment.
- Oversee family intake and onboarding and support student recruitment, eligibility verification, enrollment, and the site enrollment pipeline.
- Manage and accurately submit required attendance and funding records and maintain family files, eligibility documentation, and administrative records in accordance with program requirements.
- Maintain comprehensive student and preschool staff files and support Title 22, Title 5, CDE, and CDSS compliance and audit readiness.
- Serve as a primary site ambassador, build strong family relationships, manage program communications, and support a high-quality customer-service experience.
WORK ENVIRONMENT & PHYSICAL EXPECTATIONS
Regular in-person work at an HBMPAA preschool site with frequent interaction with families, staff, leadership, records, data systems, and compliance documentation.
DISCLAIMER
This position description summarizes the general nature and essential responsibilities of the role and is not an exhaustive list of duties. Responsibilities may be adjusted based on licensing requirements, funding, staffing, enrollment, program needs, verified qualifications, or other legitimate operational needs.
Requirements
QUALIFICATIONS & COMPLIANCE
- Bachelor's degree or higher in Business Administration, Business Management, or a related field.
- Five or more years of progressive administrative experience preferred, particularly in a compliance-intensive environment.
- Exceptional organization, written and verbal communication, customer service, confidentiality, and ability to manage competing priorities in a fast-paced setting.
Skills Required
- Bachelor's degree or higher in Business Administration, Business Management, or a related field
- Five or more years of progressive administrative experience, particularly in a compliance-intensive environment
- Exceptional organization
- Strong written and verbal communication skills
- Customer service skills
- Ability to maintain confidentiality
- Ability to manage competing priorities in a fast-paced setting
What We Do
Heartbeat Music & Performing Arts Academy (HBMPAA) is a San Diego nonprofit that closes gaps in traditional education by giving at-risk and underprivileged youth music and dance education, including HBCU-style band and audition prep. It also runs Preschool 4 the Arts, a state-subsidized, arts-integrated early learning and childcare program for low-income families. Its mission is to bridge the educational gap by introducing students to the wonders of music and dance.
