Position: Program Operations Manager
Department: Administration
Pay Rate: $68,294-$74,880 Status: Exempt
Last Revised: 2.2025

The Program Operations Manager plays a critical role in strengthening the operational effectiveness, consistency, and accountability of The Children's Cabinet's programs. Reporting to the Chief Programs Officer, this position works closely with the Executive Leadership, Program Directors, Program Managers, and administrative departments to ensure programs have the systems, processes, financial information, documentation, and tools necessary to effectively manage program operations and meet funder expectations.
The Program Operations Manager provides hands-on operational support to program leadership and conducts structured program reviews to assess alignment among grant and contract requirements, Scopes of Work (SOWs), budgets, program activities, staff practices, data collection, and outcomes. The position identifies operational and compliance gaps, supports implementation of improvements, and serves as a connector between programs and administrative functions.

Supervision Exercised:
None

Duties

• Serve as an operational resource and thought partner to Program Directors and Managers in managing the administrative and operational components of programs.
• Support program budget reviews and financial planning, including budget-to-actual monitoring, spending trends, projections, amendments, significant variances, and areas requiring follow-up.
• Assist with staffing plans, caseload information, service capacity, program utilization, and other operational planning needs.
• Develop and maintain operational tools that help program leadership manage deadlines, deliverables, reporting requirements, funding commitments, and assigned responsibilities.
• Assist programs with administrative processes, workflows, forms, tracking systems, and internal procedures.
• Support implementation of new grants, program expansions, funding transitions, staffing changes, and other significant operational changes.
• Conduct structured reviews of programs against applicable grants, contracts, SOWs, amendments, and funder requirements.
• Identify required program activities, eligibility requirements, deliverables, assessments, outputs, outcomes, reporting requirements, and performance measures.
• Ensure deadlines, responsibilities, internal review processes, and submission expectations are clearly established.
• Review program handbooks, manuals, Standard Operating Procedures (SOPs), forms, and related guidance for alignment with current requirements and program practices.
• Review program logic models and assess alignment among activities, outputs, outcomes, assessments, and funder expectations.
• Partner with program leadership and data & evaluation team to develop comprehensive program evaluation plan including short-term, intermediate, and long-term outcomes.
• Partner with program leadership and Data & Evaluation to ensure program data systems support contractual, operational, and outcome requirements.
• Ensure client satisfaction surveys are completed post service delivery and annually across programs and data are used to capture client stories, the impact of programming as well as identify areas for improvement.
• Develop program improvement or corrective action plans and monitor completion of identified actions.
• Develop and maintain SOW-to-outcomes crosswalks to ensure required activities and outcomes are appropriately documented, measured, and reported.
• Review contractor, subcontractor, and subrecipient relationships for appropriate documentation and operational processes.
• Review program workflows from client intake through service delivery, assessments, outcome measurement, and program completion.
• Meet with program staff to identify operational grey areas, inconsistent practices, recurring questions, administrative barriers, and opportunities for improvement.
• Review program orientation and onboarding checklists to ensure alignment with SOW requirements, program procedures, assessments, documentation, and data systems.
• Observe or shadow staff performing key program functions to compare actual practice with established program expectations.
• Work with program leadership to update program handbooks, SOPs, forms, checklists, and operational resources.
• Identify areas requiring additional training, clarification, or supervisory follow-up.
• Coordinate with Finance, Grants, Data & Evaluation, Human Resources, IT, Facilities, and other administrative functions to address program operational needs.
• Help identify and resolve operational barriers affecting individual programs.
• Partner with the Strategic Operations Manager when program-level findings identify opportunities for broader organizational process improvement or standardization.
• Support preparation for monitoring visits, audits, funder reviews, and internal quality reviews.
• Perform other duties as assigned

Minimum Skills Required

Knowledge of:

• Principles of program operations, administration, quality improvement, and performance monitoring.
• Grant and contract requirements, Scopes of Work, deliverables, and reporting expectations.
• Budgeting principles, financial tracking, budget-to-actual review, and basic financial analysis.
• Program workflow development, process improvement, and Standard Operating Procedures.
• Program data collection, outcome measurement, and reporting.
• Client-focused program development and management.
• Windows-based computer software programs including Microsoft 365 (Office)

Ability to:

• Work independently and self-directed, with strong organizational and detail-oriented skills.
• Communicate effectively and build strong interpersonal relationships across all levels of the organization.
• Work collaboratively with Program Directors and Managers while maintaining clear accountability for program ownership.
• Review and interpret program budgets, grants, contracts, SOWs, and operational requirements.
• Connect financial, programmatic, contractual, and operational information to identify risks and opportunities.
• Analyze program processes and translate findings into practical improvements.
• Facilitate conversations with staff to identify operational challenges and develop workable solutions.
• Manage multiple program reviews, operational projects, and competing priorities.
• Synthesize complex information into clear, actionable findings and recommendations.
• Meet stringent deadlines while maintaining a high level of accuracy and following detailed procedures.
• Maintain confidentiality of client and agency information.
• Learn and implement new software systems and organizational requirements as needed.
• Exercise good judgment while adhering to The Children's Cabinet's policies and procedures

Special Requirements:

• Bachelor's degree in Public Administration, Business, Nonprofit Management, Social Services, Finance, or a related field, plus five or more years of experience in program operations, program management, nonprofit administration, compliance, quality improvement, or a related field; or an equivalent combination of education and experience.
• Experience supporting or managing government- or grant-funded programs preferred.
• Experience with program budgets, financial reports, grants, contracts, and operational planning strongly preferred.
• Strong project management and organizational skills, with the ability to manage multiple competing priorities.
• Strong writing, communication, analytical, and problem-solving skills.
• Strong project management and organizational skills, with the ability to juggle multiple priorities
• Must have reliable transportation for work-related travel.
• Must possess a valid Nevada Driver's license and proof of insurance for using a personal vehicle for company business.
• May require some evening and weekend work.
• Job requires repetitive key stroking; ability to sit for long periods (2+ hours); must be able to lift and carry at least 40 pounds.
• Able to use office equipment (phones, fax, copier, mail meter, etc.).   
• This is a full-time position eligible for benefits.
• The Children's Cabinet is an equal opportunity employer and encourages persons to apply regardless of their race, sex, sexual orientation, gender identity, color, religion, veteran status, national origin, age, handicap, disability, familial status, political affiliation, or beliefs.
• • It is the policy of The Children's Cabinet, Inc. that all employees are employed at will of both the employee and The Children's Cabinet. 
• Program Manager expectations: Collaboration/Advocacy/Respect/Equity&Diversity/Strengths
• • 1. Team Development: Managers need to be able to develop competencies and professional development for their teams. This involves setting clear expectations, providing direction, and motivating team members to perform at their best.
  • 2. Leadership: Program managers are expected to provide strong leadership to their teams, inspiring and guiding them towards achieving program goals.
    3. Planning and Organization: They are responsible for developing comprehensive plans for the programs, including defining goals, timelines, budgets, and resource allocation to align with the agency's strategic plan. Effective organizational skills are crucial for managing multiple tasks and priorities.
    4. Budget Management: Program managers are responsible for allocating resources, including budget, personnel, and materials, to ensure that programs are adequately resourced to meet their objectives in conjunction with the Program Director. Monitors expenditures monthly and works with Program Director to project spending at fiscal year-end.
    5. Risk Management: Program managers need to identify and mitigate risks that may impact the successful delivery of programs within their program. This includes developing risk management plans, monitoring risks throughout the program lifecycle, and implementing strategies to minimize their impact.
    6. Quality Assurance: Program managers are responsible for ensuring that deliverables meet quality standards and adhere to program requirements. This involves establishing quality assurance processes, conducting regular reviews, and addressing any issues that arise with the Program Director.
    7. Communication: Effective communication is critical for program managers to ensure that all team members, Program Director, and stakeholders are informed and aligned. This includes written communication, such as status reports and documentation, as well as verbal communication, such as meetings and presentations.
    8. Adaptability: Program managers must be adaptable and able to navigate changes and uncertainties that may arise in their program(s). This includes adjusting plans and priorities as needed to ensure successful program delivery and that the Program Director is informed.
    9. Continuous Improvement: Program managers should continuously seek opportunities to improve processes, methodologies, and outcomes within their programs. This involves input on clear models and research as well as gathering feedback, analyzing performance metrics, and implementing changes to drive greater efficiency and effectiveness.
    10. Collaboration: Program managers need to foster a collaborative environment where team members can work together effectively towards common goals. This involves promoting open communication, resolving conflicts, and encouraging teamwork.
    11. Partnerships: Program managers need to identify key community partners and stakeholders who can contribute to or be affected by the program. By effectively collaborating with community partners and stakeholders, program managers can enhance the quality and impact of their programs, foster community support, and ensure that the programs are more responsive to the needs and priorities of the communities they serve.
    12. Adherence to Mission and Values: Program Managers are responsible for ensuring that the programs align with the organization's mission, values, and strategic objectives. They should work towards fulfilling the organization's overarching goals, in conjunction with their Program Director, while also meeting the specific needs of the program's participants.
    
    Overall, program managers play a critical role in driving the success of program(s) within an organization by providing leadership, and effective management throughout the program.                                                                                                 #Cabinet26