Office Manager

The Office Manager serves as the operational hub of Vista Village, ensuring the efficient administration of daily business operations while supporting organizational leadership in achieving strategic and programmatic goals. This position oversees administrative operations, facilities coordination, vendor relationships, purchasing, human resources support, and agency-wide initiatives that contribute to a high-performing, mission-driven workplace.    

The Office Manager acts as a trusted partner to the Vice President and collaborates with program leadership, corporate departments, and community partners to ensure operational excellence, regulatory compliance, and exceptional internal customer service. This position requires exceptional organizational skills, sound judgment, discretion, and the ability to manage multiple priorities in a fast-paced behavioral health environment. 

Essential Duties and Responsibilities

Executive & Administrative Operations

• Manage the Vice President's calendar, priorities, scheduling, and administrative workflow to maximize organizational effectiveness. 

• Serve as the primary administrative liaison between Vista Village leadership, Vista Del Mar departments, and external stakeholders. 

• Independently compose, edit, and distribute professional correspondence, reports, presentations, and other executive communications. 

• Coordinate leadership meetings, including agenda preparation, meeting logistics, minute taking, and follow-up on action items. 

• Maintain organizational records, department files, and operational documentation with accuracy and confidentiality. 

Office & Operational Management

• Oversee the daily operations and administrative functions of the Vista Village office to ensure efficient workflow and exceptional customer service. 

• Develop, implement, and continuously improve office procedures and operational systems that enhance productivity and service delivery. 

• Manage office inventory, equipment, supplies, and product distribution while ensuring cost-effective purchasing practices. 

• Prepare, process, and monitor purchase orders in accordance with agency procurement policies and budgetary guidelines. 

• Coordinate operational needs with Vista Del Mar's executive and corporate departments to support agency-wide initiatives and seasonal activities. 

Facilities & Vendor Management

• Oversee facilities operations to ensure a safe, functional, and welcoming environment for staff, clients, and visitors. 
• Manage vendor relationships, negotiate services when appropriate, monitor contract performance, and coordinate facility maintenance and operational services. 
• Identify operational issues proactively and facilitate timely resolutions with internal departments and external vendors. 

Human Resources Support

• Coordinate employee recognition and engagement initiatives that foster a positive workplace culture. 

• Support managers with administrative aspects of personnel processes while maintaining confidentiality and compliance with agency policies. 

Project & Program Administration

• Coordinate administrative components of agency Requests for Proposals (RFPs), grants, and contract submissions, including document preparation, formatting, tracking, and submission. 

• Maintain organized grant and proposal documentation to support compliance and future funding opportunities. 

• Coordinate agency meetings, trainings, and special events, including logistics, budgeting, vendor coordination, and execution. 

• Ensure organizational memberships, certifications, and affiliations remain current and facilitate participation in professional organizations and community partnerships. 

Communications & Community Engagement

• Foster collaborative working relationships with staff, leadership, agency departments, community organizations, and external partners. 

• Represent the Vice President professionally in internal and external interactions, exercising sound judgment and discretion. 

Leadership & Team Support

• Promote a collaborative, respectful, and solution-oriented workplace culture. 

• Assist in resolving operational concerns and interpersonal conflicts through effective communication and problem-solving. 

• Exercise independent judgment in prioritizing work, making operational decisions within scope, and identifying opportunities for process improvement. 

• Support organizational initiatives and perform other duties as assigned to meet evolving agency needs. 

Supervisory Responsibilities

• Directly supervises the Administrator Coordinator and as a second supervisor to Operations Specialist, providing direction, performance oversight, and support.

• Provides guidance and coordination to administrative support functions and cross-departmental operational activities. 

Working Conditions

• Primarily office-based within a behavioral health setting. 

• Regular interaction with staff, clients, vendors, community partners, and executive leadership. 

• Ability to manage multiple competing priorities while maintaining professionalism and confidentiality. 

• Occasional evening and weekend work may be required to support agency events, meetings, or operational needs.

Required Qualifications:

To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required; reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Minimum 5 years’ experience in a high-level administrative support role preferred.
• Bachelor's degree required; Master's degree preferred

• Demonstrated skills and experience in administrating a heavy and diversified workload in a fast-paced office.

• Proficient with Microsoft Word, Microsoft Excel, PowerPoint and Outlook.

• California driver's license in good standing.

• Supervisory experience is desirable but not required.

• Bilingual in English and Spanish.

• Ability to interact with community leadership and all levels of personnel.

• Excellent interpersonal skills, flexible and collaborative.

• Excellent verbal and communication skills.

• Ability to work independently; attention to detail and organized.

• Passionate about Vista Village and Vista Del Mar’s mission and committed to working with our staff, childcare providers, and families.

Salary Range: $70,304-72,800

Pay Range: 70304.0 - 72800.0 USD