Summary
The Operations and Compliance Manager is responsible for overseeing the day-to-day operational, facilities, technology, safety, and compliance functions of AADAP. This position ensures that organizational infrastructure, administrative systems, regulatory requirements, and support services operate effectively to advance AADAP's mission and service delivery objectives.
The Operations and Compliance Manager provides direct supervision to the Facilities Coordinator and IT Coordinator and serves as a key resource for ensuring compliance with federal, state, county, contractual, and licensing requirements, including Drug Medi-Cal (DMC), CalAIM, HIPAA, OSHA, and other applicable regulations.
The position works collaboratively with program, fiscal, human resources, and executive leadership to promote operational excellence, risk management, regulatory readiness, and continuous improvement across the organization.
Core Responsibilities
Operations Management
- Coordinate and oversee day-to-day operational activities across all agency facilities and administrative functions.
- Develop, implement, and maintain operational procedures that promote efficiency, effectiveness, and accountability.
- Ensure facilities, equipment, technology systems, and administrative infrastructure support program operations and organizational goals.
- Manage vendor relationships and contracts related to facilities, maintenance, security, telecommunications, technology, and other operational services.
- Monitor operational performance and identify opportunities for process improvement.
- Support organizational emergency preparedness, business continuity, and disaster recovery planning.
- Assist with organizational projects, agency-wide initiatives, and strategic operational improvements.
Compliance and Regulatory Oversight
- Monitor compliance with federal, state, county, and contractual requirements, including Drug Medi-Cal, CalAIM, HIPAA, OSHA, labor regulations, and applicable licensing standards.
- Coordinate agency readiness for audits, monitoring reviews, site visits, and regulatory inspections.
- Maintain compliance tracking systems and ensure timely completion of corrective action plans.
- Assist program leadership in implementing operational and regulatory requirements.
- Develop and maintain policies, procedures, and documentation supporting compliance activities.
- Monitor regulatory changes and communicate operational implications to leadership and staff.
- Support staff training and technical assistance related to compliance and operational requirements.
Licensing, Accreditation, and Safety
- Coordinate licensing and certification activities for all agency facilities and programs.
- Ensure compliance with local, state, and federal building, fire, health, safety, and environmental regulations.
- Monitor facility compliance with Drug Medi-Cal certification requirements and applicable behavioral health regulations.
- Conduct routine facility inspections and compliance reviews.
- Maintain required documentation and records for licensing, certification, accreditation, and regulatory agencies.
- Serve as liaison with inspectors, licensing representatives, regulatory agencies, and external compliance partners.
- Coordinate workplace safety initiatives and ensure compliance with OSHA requirements.
Information Technology Oversight
- Provide supervisory oversight and direction to the IT Coordinator.
- Monitor technology infrastructure, network operations, cybersecurity protocols, telecommunications systems, and agency technology resources.
- Coordinate with technology vendors and consultants to ensure effective service delivery and support.
- Assist in identifying and implementing technology improvements that enhance organizational effectiveness and operational efficiency.
- Support organizational technology planning, hardware replacement schedules, and system upgrades.
- Ensure appropriate technology safeguards and security protocols are maintained to protect agency data and systems.
Facilities Management
- Provide supervisory oversight and direction to the Facilities Coordinator.
- Ensure agency facilities are safe, functional, secure, and well-maintained.
- Coordinate facility maintenance, repairs, capital improvements, and preventive maintenance activities.
- Monitor facility-related vendor contracts and service agreements.
- Oversee facility security systems, access controls, and physical safety measures.
- Ensure facilities meet applicable regulatory, licensing, and accreditation requirements.
Risk Management and Quality Improvement
- Assist in identifying operational, compliance, and safety risks and implementing mitigation strategies.
- Support incident reporting, investigations, and corrective action activities.
- Monitor compliance trends and operational performance indicators.
- Collaborate with leadership to develop and implement quality improvement initiatives.
- Maintain documentation and reporting systems related to compliance, risk management, and operational performance.
Supervision and Leadership
- Directly supervise the Facilities Coordinator and IT Coordinator.
- Conduct hiring, onboarding, training, coaching, performance evaluations, and disciplinary actions consistent with agency policies.
- Establish departmental goals, priorities, and performance expectations.
- Monitor staff workload and ensure effective allocation of resources.
- Promote collaboration among operational, technology, and program teams.
- Foster a culture of accountability, customer service, compliance, and continuous improvement.
- Participate in management meetings and organizational planning efforts as assigned.
QualificationsMinimum RequirementsEducation
- Bachelor's degree in Business Administration, Public Administration, Healthcare Administration, Nonprofit Management, Information Systems, or a related field preferred.
- Equivalent combination of education and experience may be considered.
Experience
- Minimum of five (5) years of progressively responsible experience in operations, compliance, facilities management, information technology administration, healthcare administration, nonprofit administration, or a related field.
- Minimum of two (2) years of supervisory experience preferred.
- Experience with behavioral health, substance use treatment, Drug Medi-Cal, or nonprofit organizations preferred.
Knowledge, Skills, and Abilities
- Knowledge of Drug Medi-Cal, CalAIM, HIPAA, OSHA, and applicable regulatory requirements.
- Knowledge of facilities management, workplace safety, licensing, and risk management practices.
- Understanding of information technology systems, vendor management, cybersecurity principles, and technology operations.
- Strong organizational, analytical, project management, and problem-solving skills.
- Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
- Excellent written, verbal, and interpersonal communication skills.
- Ability to work effectively with diverse stakeholders, including staff, contractors, vendors, regulators, and community partners.
- Proficiency in Microsoft Office and other business applications.
Preferred Qualifications
- Experience in behavioral health, substance use disorder treatment, or nonprofit healthcare organizations.
- Experience supporting CARF accreditation, licensing surveys, audits, or regulatory compliance reviews.
- Experience with electronic health record (EHR) systems.
- Experience leading quality improvement, risk management, or organizational process improvement initiatives.
- Bilingual or bicultural proficiency in Spanish, Korean, Mandarin, Cantonese, Khmer (Cambodian), or other languages reflective of the communities served by AADAP.
General Requirements and Knowledge, Skills, and Abilities (KSA’s)
- U.S. Citizen or Permanent Resident with proof of work eligibility.
- Valid California Driver’s License and auto insurance.
- Professional, punctual, and able to work well with others.
- Ability to build positive relationships with clients, families, colleagues, and community partners.
- Culturally competent and respectful of diverse backgrounds, identities, and beliefs.
- Strong communication, interpersonal, and teamwork skills.
Physical Requirements
Moderate Duty
This class requires that the incumbent stand or walk most of the time with bending, stooping, squatting, twisting reaching, working or irregular surfaces, occasional lifting of objects over 25 pounds, and frequent lifting of 10-25 pounds. Ascending and descending ladders and staircase will be more frequent. An example is this position frequently will be moving and organizing agency supplies.
AADAP, INC. IS AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER AND ADHERES TO HIRING PRACTICES IN ACCORDANCE WITH FEDERAL AND STATE REGULATIONS
Pay: $80,000.00 - $105,000.00 per year
Benefits
- 401(k)
- Dental insurance
- Employee assistance program
- Health insurance
- Life insurance
- Paid time off
- Parental leave
- Referral program
- Retirement plan
- Vision insurance
People with a criminal record are encouraged to apply
Work Location: In person
