Program Operations Manager

Personal Growth Counseling Services•Cleveland, OH

1d•Onsite

About The Position

The Operations Manager is responsible for the coordination of front office, facility upkeep, transportation logistics, and programmatic support for all sites. This role serves as the operational backbone of day-to-day administrative functioning, working closely with leadership to maintain organized, well-supplied, and client-ready environments. The Manager oversees budget tracking for outings and food, supports compliance with building standards, and ensures all programs have the supplies and logistical support needed to succeed. This position requires strong organizational skills, flexibility, and a service-oriented mindset to support internal teams and enhance client experiences.

Requirements

2–3 years of administrative or office operations experience, preferably in a behavioral health or nonprofit setting.
Experience using electronic health record (EHR) or electronic medical record (EMR) systems for scheduling, intake processing, and documentation tracking.
Knowledge of facility maintenance, basic safety regulations, and logistical coordination.
Familiarity with budgeting, purchasing, and reimbursement processes.
Excellent communication and customer service skills.
Highly organized with the ability to manage multiple priorities.
Proficiency in Microsoft Office Suite and comfort with digital tools and data entry.
Valid driver’s license and access to a vehicle for multi-site coordination.
Maintain active car insurance and a valid driver’s license, as travel may be required for service delivery or client visits.

Nice To Haves

Associate’s or Bachelor’s degree in business administration, public service, or related field preferred.

Responsibilities

Supervise front desk team to ensure smooth operations, professional customer service, and effective daily workflows; provide backup support when needed.
Oversee front desk functions including client intake, onboarding, appointment scheduling, and coordination of general office inquiries.
Promote consistent office flow and an organized, welcoming environment for clients, families, staff, and visitors across all sites.
Coordinate staff expense and mileage reimbursement submissions in alignment with CFO-developed processes.
Track budgets for program outings, daily food expenditures, and group supplies.
Communicate budget and spending updates to the CFO regularly.
Coordinate logistics for program outings and events, including transportation, food, supplies, and permissions.
Plan and prepare for closures, schedule changes, or facility-wide announcements.
Ensure day-to-day food coordination for onsite programs.
Collaborate with program leads and leadership to support group activities and engagement efforts.
Ensure locations are stocked with necessary activity materials, food, devices, and cleaning supplies.
Conduct regular walkthroughs and checklists to maintain facility readiness.
Manage inventory systems and supply ordering as needed.
Assist in confirming building requirements such as fire drills, safety equipment, and certificates of occupancy.
Collaborate with Compliance and Leadership teams to review and track facility contract language and violations.
Maintain organized records of occupancy agreements and fire safety compliance documentation.
Monitor daily attendance for PHP/IOP programs and ensure accurate, timely submission of staff documentation and reports.
Participate in agency leadership meetings, contributing to operational planning, policy development, and strategic growth.
Serve as a liaison to community stakeholders, referral sources, and funders to strengthen partnerships and expand resources.
Contribute to proposals and agency accreditation initiatives, as needed.