The Operations Coordinator provides dedicated administrative, coordination, and tracking support to the Director of Contracts & Operations. This role supports contract administration, facilities and operations activities, vendor coordination, document management, and operational projects. The successful candidate is highly organized, detail-oriented, proactive, and able to manage confidential information and multiple operational priorities with accuracy and follow-through.
Responsibilities
Collaborate with school districts and SDCC programs to review Individual Service Agreements and related contract documents for completeness and accuracy.
Coordinate the route of contracts and obtain required signatures and approvals.
Maintain an organized electronic contract repository and ensure documents are appropriately filed and accessible.
Follow up with departments, school districts, vendors, and other parties regarding outstanding or stalled contract items.
Maintain contract trackers and provide regular status updates to the Director of Contracts & Operations.
Assist with identifying missing documentation and resolving administrative gaps in contract files.
Maintain organized records of contract-related correspondence, approvals, and supporting documentation.
Complete and maintain administrative documentation related to Facilities and Operations activities.
Provide administrative coordination and project support for facility improvement and operational projects.
Assist with organizing documentation related to safety, maintenance, vendors, inspections, and facility operations.
Maintain organized electronic records and tracking systems for operational activities.
Assist with vendor coordination, scheduling, communications, and documentation as requested.
Support administrative activities related to facility projects, safety initiatives, and operational transitions.
Track assigned operational projects, deadlines, follow-up items, and outstanding requirements.
Prepare routine reports, summaries, schedules, and documentation for the Director of Contracts & Operations.
Coordinate routine communications and scheduling with vendors, service providers, school districts, and internal departments.
Maintain current contact information, service documentation, certificates, agreements, and other operational records as assigned.
Track vendor-related deliverables, renewals, documentation, and outstanding action items.
Follow up on unresolved administrative or scheduling issues and escalate matters requiring leadership attention.
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Assist with coordination of meetings, site visits, inspections, and operational activities.
Create and maintain accurate trackers for contracts, renewals, facilities projects, vendors, safety activities, and other operational assignments.
Maintain organized electronic files, shared drives, contract repositories, and administrative records.
Develop templates, checklists, and simple processes that reduce repetitive administrative work.
Identify administrative inefficiencies and recommend practical improvements to operational workflows.
Assist with implementation of new administrative systems, tracking tools, and processes.
Maintain accurate and timely data and documentation.
Prepare routine status reports and dashboards for the Director of Contracts & Operation and provide cross-departmental administrative support.
Serve as an administrative liaison between Contracts & Operations and internal departments regarding routine documentation and follow-up.
Maintain confidentiality of organizational, employee, client, intern, contract, financial, and other sensitive information.
Handle confidential information in accordance with SDCC policies and applicable laws and regulations.
Demonstrate professionalism and discretion when communicating with employees, youth and families, vendors, interns, school districts, community partners, and other external stakeholders.
Requirements
High School Diploma or Equivalent Education
Minimum of Two Years of Administrative, Coordination, or Office Support Experience
Valid California Driver's License to perform organizational business-related driving.
Strong organizational skills and demonstrated ability to manage multiple priorities simultaneously and strong attention to detail and ability to maintain accurate records
Proficiency with Microsoft Office Suite, including Word, Excel, and Outlook
Excellent written and verbal communication skills
Ability to work independently while also collaborating effectively across multiple departments, maintain confidentiality and exercise sound professional judgment. Ability to meet deadlines and follow through on assigned responsibilities
Nice to have:
Associate's or Bachelor's degree preferred.
Bachelor’s degree in Business Administration, Healthcare Administration, or a related field preferred, or equivalent combination of education and experience.
Minimum of 3 years of administrative or operations support experience, including contract coordination, document management, data tracking, and reporting.
Experience in a nonprofit, healthcare, behavioral health, education, social services, facilities, or administrative operations setting.
Strong organizational, written, and verbal communication skills, with the ability to manage multiple priorities, maintain confidentiality, meet deadlines, and coordinate effectively with internal departments and external partners.
Experience with contract administration, document management, or tracking systems.
Experience coordinating vendors, facilities activities, projects, or operational services.
Experience maintaining confidential records and handling sensitive organizational information.
Experience supporting senior leadership.
Experience developing administrative systems, trackers, checklists, or workflows.
Proficiency in Spanish.
Experience in healthcare, behavioral health, nonprofit, or education settings is preferred.
Benefits
Team-oriented, multidisciplinary approach
Ongoing, high-level learning and development opportunities
Culturally diverse environment
Joint Commission accredited organization
Comprehensive health insurance (medical, dental, vision, pet)
Retirement savings plan: 403(b) - with employer match up to 3%
Generous paid time off (vacation, sick leave, holidays)
Wellness programs
Employee Assistance Program (EAP)
Employee discounts for those pursuing a higher education
Employee recognition program
Opportunities for career advancement
May be eligible for state or federal loan forgiveness programs for work with underserved populations
All offsite programs have a bonus structure
Important Details
Application deadline: Not specified
Application Process
Fulfill training requirements and professional development goals.
Develop and/or maintain community and professional linkages in support of organizational objectives.
Participate in organizational meetings and activities as assigned.
Perform other duties as assigned.
About the Company
The San Diego Center for Children empowers children and families through transformative mental health care and educational services. They serve over 1,000 people every day, inspiring a world where children and families live joyful, healthy lives.
