Operations Coordinator

By joining the San Diego Center for Children, you will empower children and families through transformative mental health care and educational services.  Our vision is to inspire a world where children and families live joyful, healthy lives.  We serve over 1,000 people every day - are you ready to make an impact?  

Join us - and work with purpose!  

POSITION BENEFITS

• Team-oriented, Multidisciplinary Approach
• Ongoing, High-Level Learning and Development Opportunities 
• Culturally Diverse Environment 
• Joint Commission Accredited Organization 
• Comprehensive Health Insurance (Medical, Dental, Vision, Pet)
• Retirement Savings Plan: 403(b) - With Employer Match Up To 3%
• Generous Paid Time Off (Vacation, Sick Leave, Holidays)
• Wellness Programs
• EAP - Employee Assistance Program
• Employee Discounts For Those Pursuing a Higher Education
• Employee Discounts
• Employee Recognition Program
• Opportunities for Career Advancement
• May Be Eligible For State or Federal Loan Forgiveness Programs For Work With Underserved Populations
• All Offsite Programs Have a Bonus Structure

SUMMARY

The Operations Coordinator provides dedicated administrative, coordination, and tracking support to the Director of Contracts & Operations. The position supports contract administration, facilities and operations activities, vendor coordination, document management, and operational projects. The role serves as a central administrative resource for maintaining organized records, tracking contract status and deadlines, coordinating required approvals and signatures, and supporting reliable day-to-day operational workflows. The successful candidate is highly organized, detail-oriented, proactive, and able to manage confidential information and multiple operational priorities with accuracy and follow-through.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Contracts Administration:

• Collaborate with school districts and SDCC programs to review Individual Service Agreements and related contract documents for completeness and accuracy.
• Coordinate the route of contracts and obtain required signatures and approvals.
• Maintain an organized electronic contract repository and ensure documents are appropriately filed and accessible.
• Track contract status, effective dates, expiration dates, renewals, required signatures, and outstanding documentation.
• Follow up with departments, school districts, vendors, and other parties regarding outstanding or stalled contract items.
• Maintain contract trackers and provide regular status updates to the Director of Contracts & Operations.
• Assist with identifying missing documentation and resolving administrative gaps in contract files.
• Maintain organized records of contract-related correspondence, approvals, and supporting documentation.

Facilities and Operations Administrative Support:

• Complete and maintain administrative documentation related to Facilities and Operations activities.
• Provide administrative coordination and project support for facility improvement and operational projects.
• Assist with organizing documentation related to safety, maintenance, vendors, inspections, and facility operations.
• Maintain organized electronic records and tracking systems for operational activities.
• Assist with vendor coordination, scheduling, communications, and documentation as requested.
• Support administrative activities related to facility projects, safety initiatives, and operational transitions.
• Track assigned operational projects, deadlines, follow-up items, and outstanding requirements.
• Prepare routine reports, summaries, schedules, and documentation for the Director of Contracts & Operations.

Vendor and Operational Coordination:

• Coordinate routine communications and scheduling with vendors, service providers, school districts, and internal departments.
• Maintain current contact information, service documentation, certificates, agreements, and other operational records as assigned.
• Track vendor-related deliverables, renewals, documentation, and outstanding action items.
• Follow up on unresolved administrative or scheduling issues and escalate matters requiring leadership attention.
• Assist with coordination of meetings, site visits, inspections, and operational activities.

Systems, Records, and Process Improvment:

• Create and maintain accurate trackers for contracts, renewals, facilities projects, vendors, safety activities, and other operational assignments.
• Maintain organized electronic files, shared drives, contract repositories, and administrative records.
• Develop templates, checklists, and simple processes that reduce repetitive administrative work.
• Identify administrative inefficiencies and recommend practical improvements to operational workflows.
• Assist with implementation of new administrative systems, tracking tools, and processes.
• Maintain accurate and timely data and documentation.
• Prepare routine status reports and dashboards for the Director of Contracts & Operation and provide Cross-Departmental Administrative Support
• Serve as an administrative liaison between Contracts & Operations and internal departments regarding routine documentation and follow-up.
• Communicate proactively regarding competing priorities, delays, missing information, or issues requiring leadership attention.
• Coordinate administrative information needed from programs, finance, human resources, vendors, school districts, and other partners.
• Provide administrative support during periods of transition, special projects, or increased operational activity as assigned.

Confidentiality and Professional Responsibilities:

• Maintain confidentiality of organizational, employee, client, intern, contract, financial, and other sensitive information.
• Handle confidential information in accordance with SDCC policies and applicable laws and regulations.
• Demonstrate professionalism and discretion when communicating with employees, youth and families, vendors, interns, school districts, community partners, and other external stakeholders.
• Communicate proactively regarding competing priorities, delays, barriers, or issues requiring leadership attention.
• Maintain accurate documentation and complete assigned work within established timelines.

Other Responsibilities:

• Fulfill training requirements and professional development goals.
• Develop and/or maintain community and professional linkages in support of organizational objectives.
• Participate in organizational meetings and activities as assigned.
• Perform other duties as assigned.
• San Diego Center for Children may modify work schedules, job duties/functions, or assignments as needed to meet organizational needs, with minimal notice.

LANGUAGE SKILLS

Ability to read, analyze, and interpret reports, contracts or agreements, policies, procedures, and other documents. Ability to respond to routine inquiries from employees, school districts, vendors, program partners, interns, and community members. Ability to effectively draft and communicate routine written correspondence.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands described here are representative of those required to successfully perform the essential functions of this position. Reasonable accommodation may be provided for individuals with disabilities. Regularly sit, stand, walk, use a computer and telephone, and use hands to handle office materials and equipment. Occasionally bend, stoop, reach, lift or carry office, meeting, training, or event materials. Occasional driving may be required for organizational business. Work may occur in office, school, program, meeting, or facility environments. Noise levels are generally moderate.

DIVERSITY STATEMENT

The San Diego Center for Children is committed to:

• Actively recruiting, retaining, and supporting diverse staff at all levels of the organization.
• Ensuring that diverse perspectives are included in the development and implementation of policies, practices and services, and that individuals feel empowered to advance our mission within an atmosphere of trust, safety, and respect.
• Encourage and provide access to professional development in order to deliver equitable and culturally informed services to the population we serve.

MINIMUM REQUIREMENTS:

• High School Diploma or Equivalent Education
• Minimum of Two Years of Administrative, Coordination, or Office Support Experience
• Valid California Driver's License if required to perform organizational business-related driving
• Strong organizational skills and demonstrated ability to manage multiple priorities simultaneously and strong attention to detail and ability to maintain accurate records
• Proficiency with Microsoft Office Suite, including Word, Excel, and Outlook
• Excellent written and verbal communication skills
• Ability to work independently while also collaborating effectively across multiple departments, maintain confidentiality and exercise sound professional judgment. Ability to meet deadlines and follow through on assigned responsibilities

PREFERRED QUALIFICATIONS:

• Bilingual in Spanish/English 
• Associate's or Bachelor’s Degree in Business Administration, Healthcare Administration, or a Related Field preferred, or equivalent combination of education and experience
• Minimum of 3 years of administrative or operations support experience, including contract coordination, document management, data tracking, and reporting
• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook
• Strong organizational, written, and verbal communication skills, with the ability to manage multiple priorities, maintain confidentiality, meet deadlines, and coordinate effectively with internal departments and external partners
• Experience in healthcare, behavioral health, nonprofit, or education settings is preferred
• Proficiency with Google Workspace preferred