Program Manager of Administration & Operation

AHC Inc•Arlington, VA

About The Position

The Program Manager, Administration & Operations provides administrative coordination and operational support that strengthens the infrastructure of the Resident Services Department. This role plays a critical part in supporting the systems, processes, and coordination that allow Resident Services programs and staff to operate effectively, consistently, and in alignment with organizational expectations. The focus is on logistics, documentation, scheduling, grants administration, and standardized systems support, enabling Directors and Program Managers to concentrate on program delivery and resident outcomes.

Requirements

Master’s degree in public or non-profit administration, business, or a related field, plus at least 5-7 years of experience (additional years of experience can be substituted for the Master’s degree).
Strong motivation and ability to work independently while also collaborating as a team player.
Demonstrated experience in budget management, grant oversight, and program evaluation.
Excellent communication and writing skills, with the ability to engage internal staff and external partners effectively.
Experience working with diverse populations in terms of race, ethnicity, country of origin, age, and economic status.
Proficiency in Microsoft Office, including Excel, Word, Outlook, and SharePoint (Excel, PowerPoint and SharePoint skills preferred) and experience with data systems such as Salesforce, or similar platforms.

Nice To Haves

Commitment to the Mission, Vision, and Values of AHC.

Responsibilities

Partner with the Director of Impact & Evaluation to design, implement, and continuously improve onboarding systems, training structures, and operational workflows across Resident Services.
Develop, oversee and manage the onboarding process, ensuring alignment between new hires, supervisors, and organizational expectations throughout the onboarding period.
Monitor and evaluate onboarding progress, facilitating structured check-ins to assess readiness, clarify expectations, and identify support needs.
Coordinate and oversee onboarding schedules, training plans, and required documentation in collaboration with HR and program leadership.
Assess and identify staff training and professional development needs, partnering with leadership to strengthen staff capacity and advancement pathways.
Manage and maintain Resident Services operational resources, templates, and process documentation to ensure consistency and accessibility across teams.
Oversee and ensure the quality, accuracy, and consistency of data entry, onboarding records, and training documentation across Resident Services systems.
Establish and manage quality assurance processes and data control measures to support compliance, reporting accuracy, and system integrity.
Monitor data across systems (e.g., Salesforce, SharePoint) to ensure completeness, timeliness, and alignment with organizational and funder requirements.
Analyze key data metrics related to onboarding, training, and program operations to identify trends, gaps, and opportunities for improvement.
Partner with program and leadership teams to reinforce accountability for data entry standards, documentation practices, and reporting expectations.
Support internal and external reporting by ensuring all required data and documentation are accurate, complete, and audit-ready.
Identify and implement process improvements to strengthen data integrity, streamline workflows, and enhance reporting efficiency.
Develop and implement a training plan for Resident Services staff aligned with organizational goals, program requirements, licensing standards, and compliance expectations.
Support and deliver standardized training on Resident Services systems and tools, including navigating databases, entering required information, accessing dashboards, and locating documentation, using materials developed by the Director of Impact & Evaluation.
Coordinate refresher trainings related to system updates, process changes, or new features to ensure staff remain informed and compliant.
Prepare and distribute training materials and resources to support staff learning and consistent use of Resident Services systems and processes.
Track and monitor training completion, maintaining accurate training records to support reporting and compliance.
Ensure ongoing staff readiness by coordinating refresher trainings and supporting adoption of system updates and process changes.
Maintain training documentation and records to support internal reporting, training and monitoring processes, and grant readiness.
Partner and Reinforce data quality and accountability by ensuring staff understand and adhere to data entry standards, documentation expectations, and system usage requirements.
Partner with Directors and Program Managers to oversee and manage grant tracking systems, reporting calendars, and required documentation, ensuring timely, accurate, and complete submissions.
Manage and maintain grant reporting calendars, proactively communicating deadlines, deliverables, and follow-ups to ensure alignment and accountability across teams.
Coordinate and oversee the collection of grant-related invoicing documentation, ensuring materials are complete, accurate, and ready for submission.
Review, validate, and ensure the accuracy of programmatic and demographic data, aligning all reporting outputs with funder requirements.
Monitor and reconcile data across systems to ensure consistency between data entry, supporting documentation, and reported outcomes.
Oversee the preparation of grant reports by organizing and ensuring the completeness of required data, documentation, and supporting materials.
Maintain and manage organized, up-to-date, and grant report documentation within designated systems to support reporting, compliance, and internal reviews.
Conduct and oversee quality assurance processes, including routine data checks and discrepancy resolution, to strengthen data integrity and support ongoing monitoring of grant-funded programs.
Partner with the Director of Impact & Evaluation to support audits, reporting, and internal reviews.
Provide supervision, guidance, and oversight to on-site Resident Engagement Specialists (RES), interns and other assigned staff, ensuring alignment with organizational expectations and program standards.
Establish clear expectations, monitor performance, and ensure work is completed accurately, consistently, and within established timelines.
Support onboarding, training, and ongoing professional development for staff and interns to strengthen program delivery, data quality, and operational effectiveness, while ensuring meaningful and structured learning experiences.
Provide structure, guidance, and oversight to ensure work is completed accurately and on time. Reinforcing accountability by ensuring adherence to policies, procedures, data entry standards, and documentation requirements.
Support learning and professional development for supervised staff within the scope of administrative and operational responsibilities.
Provide coaching and support to address challenges, improve performance, and promote continuous learning and growth.
Partner closely with the Director of Impact & Evaluation to align systems, reporting, and operational priorities.
Collaborate with Directors and Program Managers to ensure administrative processes effectively support program delivery and compliance requirements.
Serve as a key liaison to strengthen coordination and communication across Resident Services teams.
Perform other duties as assigned in support of Resident Services goals and AHC’s mission.