Manager, Programs & Administrative Operations

Are you an experienced operations leader who is passionate about strengthening programs, developing high-performing teams, and making a meaningful impact in the community? KEYS is looking for a strategic and hands-on Manager, Programs & Administrative Operations to help lead day-to-day program operations, strengthen organizational systems, and ensure programs deliver strong outcomes. If you're ready to combine leadership, problem-solving, fiscal stewardship, and program management to help KEYS achieve its mission, this opportunity is for you!

Founded in 2009 by the Housing Authority of the County of San Bernardino, Knowledge and Education for Your Success (KEYS) is a 501(c)(3) nonprofit organization and public-private partnership dedicated to enhancing access to supportive services for low-income residents throughout San Bernardino County. KEYS provides an array of services, including case management, housing assistance, and supportive services to help families and individuals achieve stability and self-sufficiency.

Role Overview: As the Manager, Programs & Administrative Operations, you will serve as 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 while ensuring programs meet organizational, contractual, and funder requirements.

This is a cross-functional leadership role for a hands-on operator who can move comfortably between program delivery, budgets, data, contracts, staff development, and operational problem-solving. You will work closely with Program Supervisors and Leads, Finance, Grants & Compliance, Data, Human Resources, and executive leadership to strengthen systems, address operational challenges, and support high-quality service delivery.

Some of the key responsibilities include:

• 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.

Experience Needed: 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, along with proficiency in spreadsheets, databases, reporting systems, and business productivity applications.

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.

Position reports directly to the Deputy Executive Director and provides management and operational oversight of assigned programs, staff, budgets, and administrative functions.

Benefits:

✅ 100% employer-paid employee coverage for Medical, Dental, Vision, and Life/AD&D

✅ Cell phone allowance

✅ 403(b) retirement plan

✅ 12 paid holidays

✅ Vacation and sick accruals

Ready to make an impact at KEYS? Apply today and join a team dedicated to strengthening programs, supporting families and individuals, and creating lasting change throughout San Bernardino County.

At KEYS, we're not just changing lives; we're building stronger communities. Join us and help strengthen the programs and systems that make that mission possible.

Equal Employment Opportunity

KEYS Nonprofit is an equal opportunity employer. We are committed to providing equal employment opportunities to all qualified applicants and employees without regard to legally protected characteristics under applicable federal, state, or local law.

Reasonable Accommodation

KEYS Nonprofit is committed to providing reasonable accommodations to qualified applicants and employees with disabilities in accordance with applicable law. Applicants who require reasonable accommodation during the application or interview process may contact Human Resources.

Work Environment

This position primarily operates in an office environment and may require travel to program sites, partner locations, meetings, and community events. Occasional evening or weekend work may be required based on program and organizational needs.