Manager, Programs & Administrative Operations

Knowledge, Education For Your Success•San Bernardino, CA

2d•Hybrid

About The Position

KEYS is seeking a strategic and hands-on Manager, Programs & Administrative Operations to lead day-to-day program operations, strengthen organizational systems, and ensure programs deliver strong outcomes. This role combines leadership, problem-solving, fiscal stewardship, and program management to help KEYS achieve its mission. KEYS is a 501(c)(3) nonprofit organization dedicated to enhancing access to supportive services for low-income residents throughout San Bernardino County, providing case management, housing assistance, and supportive services. As the Manager, Programs & Administrative Operations, you will be a key operational leader responsible for the effective delivery, administration, and performance of assigned KEYS programs. Reporting to the Deputy Executive Director, you will oversee program operations, staff performance, budgets, grants and contracts, performance reporting, quality assurance, and continuous improvement, ensuring programs meet all requirements. This is a cross-functional leadership role requiring comfort with program delivery, budgets, data, contracts, staff development, and operational problem-solving. You will collaborate with various internal departments and external stakeholders to strengthen systems and support high-quality service delivery.

Requirements

Bachelor's degree in Public Administration, Business Administration, Nonprofit Management, Social Services, Finance, Organizational Leadership, or a related field; equivalent combination of education and relevant experience may be considered.
Progressively responsible management experience in publicly funded, grant-funded, regulated, or similarly complex programs or operations is required.
Experience supervising staff and managing program operations, budgets, grants/contracts, reporting, procurement, compliance, quality assurance, or performance management is highly valued.
Strong analytical, organizational, communication, judgment, and problem-solving skills are essential.
Proficiency in spreadsheets, databases, reporting systems, and business productivity applications.

Nice To Haves

Experience with government or publicly funded programs and contracts is preferred.
Experience with HUD, affordable housing, homelessness response, rapid rehousing, homelessness prevention, CalWORKs, Continuum of Care, HMIS, or related programs is highly desirable.
Direct homelessness-services experience is valued but is not required when a candidate demonstrates strong transferable experience managing complex, publicly funded, regulated, or performance-driven operations.

Responsibilities

Leading day-to-day operations of assigned programs while ensuring effective, client-centered service delivery and achievement of contractual outcomes.
Translating grants, contracts, policies, and organizational priorities into effective workflows, staff expectations, and measurable performance standards.
Supervising, coaching, developing, and holding assigned Program Supervisors and Leads accountable for team performance, service delivery, documentation, and operational results.
Monitoring caseloads, staffing capacity, service demand, program performance, and operational trends to identify challenges and implement solutions.
Managing assigned program budgets in partnership with Finance and executive leadership, including monitoring budget-to-actual performance, spending trends, forecasts, and variances.
Supporting grant and contract administration by tracking deliverables, deadlines, performance measures, expenditure periods, amendments, renewals, and closeout requirements.
Supporting procurement, vendor selection, contract administration, and vendor performance monitoring while identifying and escalating potential fiscal or operational risks.
Maintaining dashboards, reports, trackers, and management tools to monitor program outcomes, expenditures, caseloads, service utilization, documentation, and data quality.
Coordinating with Grants & Compliance, Finance, Data, and program staff to address discrepancies, monitoring findings, corrective actions, and audit-related needs.
Analyzing operational and performance data to identify trends, root causes, capacity concerns, and opportunities for continuous improvement.
Strengthening organizational systems, SOPs, workflows, cross-training, backup coverage, technology utilization, and other operational processes.
Collaborating with internal departments, funders, contracting agencies, auditors, vendors, and community partners as assigned.
Identifying and escalating significant financial, contractual, compliance, operational, safety, data-quality, and service-delivery risks while bringing forward solutions and recommendations.