Office Operations Administrator

Position: Office Operations Administrator

Classification: Full-Time, Non-Exempt

Supervised by: Chief Executive Officer

Home Start’s vision is for every child to have a safe, stable, and nurturing home. Guided by our mission to assure the safety and resiliency of children by strengthening families and their communities, Home Start, Inc., a non-profit child abuse prevention, and treatment agency has strengthened and developed San Diego’s families and communities since 1972.

Job Summary:

The Office Operations Administrator is responsible for managing and administering Home Start’s day-to-day office operations and organizational administrative systems across all Home Start office locations. This role serves as the primary resource for office administration, purchasing, records management, insurance and lease administration, and organizational administrative systems. The position partners across departments to improve administrative processes, maintain operational consistency, and ensure efficient office operations throughout the organization.

Working under the direction of the CEO, the Office Operations Administrator also serves as the primary administrative liaison to the Board of Directors. The position coordinates organizational administrative services, including facilities- and technology-related activities with internal staff and external vendors, but does not provide facilities management or technical IT support.

Office Operations and Administration

• Manage daily office operations including office supplies, inventory, mail, reception, shared workspaces, office equipment, and administrative workflows.
• Develop, document, implement, and continuously improve administrative procedures, workflows, and standard operating procedures.
• Maintain organizational file management standards for electronic and physical records.
• Oversee reception and frontoffice functions.

Purchasing and Administrative Support

• Coordinate purchase orders, invoices, quotes, approvals, and supporting documentation with Fiscal.
• Maintain purchasing, vendor, equipment, insurance, lease, and administrative records.
• Develop tracking systems for purchase requests, approvals, contracts, and administrative expenditures.

Board and Leadership Support

• Coordinate Board and committee meeting logistics, materials, records, and followup.
• Support leadership meetings and organizationwide initiatives.

Insurance, Records and Technology Coordination

• Maintain lease, insurance, certificate, compliance documentation and renewal tracking.
• Coordinate with the organization’s managed IT provider regarding computer procurement, equipment deployment, user setup, onboarding scheduling, equipment inventory, and technologyrelated administrative requests.
• Maintain equipment inventories and related administrative records, as assigned.

Process Improvement

• Identify and implement process improvements that strengthen administrative systems and operational consistency.
• Develop templates, forms, tracking tools, and reports to support leadership decision making.
• Partner with HR, Fiscal, IT, Programs, Development, Executive Leadership, and Board members.
• Perform other duties as assigned.

Qualifications

• Bachelor's degree preferred.
• Three or more years of progressively responsible administrative or office operations experience. Nonprofit experience preferred.
• Experience supporting executive leadership or Boards of Directors.
• Experience managing administrative systems, records, and operational workflows.
• Strong project management and organizational skills.
• Advanced proficiency with Microsoft Office 365.

Physical Demands:

• Sitting for long periods of time at desk or at required meetings.
• Reading, typing or taking notes frequently.
• Frequent use of telephone.

Work Environment:

Home Start, Inc. is an equal opportunity employer and does not discriminate in the hiring of personnel because of gender, race, color, religion, creed, national origin, ancestry, citizenship pregnancy, age, marital status, sexual orientation, medical condition, genetic information, gender identity or gender expression, physical or mental disability, military or veteran status or any other consideration made unlawful by federal, state or local laws.

About HOME START INCORPORATED

Guided by our mission to assure the safety and resiliency of children by strengthening families and their communities, Home Start, Inc., a non-profit child abuse prevention and treatment agency, has strengthened and developed San Diego’s families, communities, and systems of care since 1972. To effectively prevent and treat child abuse, Home Start addresses the conditions that can contribute to risky or abusive situations – poverty, unsafe neighborhoods, lack of affordable housing, and unemployment – while concurrently addressing individual self-sufficiency and emotional needs.