Office and Operations Manager

California Black Health Network Inc

Sacramento (CA)

On-site

USD 70,000 - 100,000

Full time

14 days+

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Benefits offered by this job

Health insurance

Vision

Dental insurance

401K

Paid time off

Job summary

California Black Health Network (CBHN) is seeking an Office & Operations Manager to serve as the operational backbone of the organization, ensuring day-to-day efficiency and professional support across finance, HR, and operations.

The role demands a self-starter who thrives in a fast-paced nonprofit, with the ability to manage financials, vendor relations, and compliance while collaborating with leadership to advance CBHN's statewide impact.

Qualifications

Bachelor's degree required.
Minimum of 5 years of progressively responsible experience in nonprofit operations, office management, finance, business administration, or organizational management.
Demonstrated experience supporting executive leadership.
Strong nonprofit financial management experience.
Experience working with external accounting firms.
Experience supporting grant-funded organizations preferred.
Experience managing multiple competing priorities with minimal supervision.

Responsibilities

Oversee day-to-day office operations and infrastructure.
Coordinate finance, HR, and administration with external accounting.
Assist with payroll, benefits, and compliance.
Develop and implement operational policies and procedures.
Prepare reports and dashboards for leadership.
Coordinate travel and meeting logistics.

Skills

Nonprofit operations

Executive support

Multitasking

Independent work

Education

Bachelor's degree

Tools

QuickBooks

Bill.com

ADP

Excel

Office Suite

Outlook

Microsoft Teams

Zoom

SharePoint

Project management software

Job description

Benefits

health
Vision
Dentai Insurance
401K
401(k)
Health insurance
Paid time off
Dental insurance

Position Summary

The California Black Health Network (CBHN) is seeking a highly organized, proactive, and results-oriented Office & Operations Manager to serve as the operational backbone of our organization.

This is not a traditional administrative position. This role is responsible for ensuring the day-to-day operations of the organization run smoothly, efficiently, and professionally while providing critical support across finance, accounting, human resources, and organizational operations.

The successful candidate will be a self-starter who thrives in a fast-paced nonprofit environment, exercises sound judgment, solves problems independently, and consistently identifies opportunities to improve systems and processes. They must be equally comfortable managing financial transactions, overseeing office operations, supporting staff, and ensuring organizational compliance.

The Executive Director relies heavily on this position to ensure CBHN operates efficiently so leadership can focus on advancing the organization's mission, partnerships, fundraising, advocacy, and statewide impact.

This position requires someone who is dependable, accountable, highly responsive, and capable of working with minimal supervision while maintaining the highest standards of professionalism and confidentiality.

Key Responsibilities

Office Operations & Business Management

Serve as the primary manager of CBHN's daily operations and office infrastructure.

Responsibilities

Oversee all day-to-day office operations for both in-person and virtual work environments.
Develop, implement, and continuously improve operational systems and workflows.
Ensure organizational policies and procedures are consistently implemented.
Manage office vendors, technology platforms, equipment, telecommunications, and service providers.
Maintain a highly organized office environment that supports staff productivity.
Monitor organizational calendars, deadlines, contracts, renewals, insurance, licenses, and operational requirements.
Identify inefficiencies and recommend improvements that increase productivity and reduce administrative burden.
Maintain organizational filing systems, records management, document retention, and compliance.
Manage organizational software platforms and recommend new operational technologies when appropriate.
Produce operational reports and dashboards that help leadership make informed decisions.
Coordinate travel arrangements and meeting logistics.
Anticipate leadership needs and proactively solve operational issues before they become problems.

Finance and Accounting Operations

Serve as the primary internal coordinator for CBHN's financial operations while working closely with the external accounting firm.

Responsibilities

Manage all accounts payable and accounts receivable activities.
Process invoices using Bill.com.
Maintain vendor files and payment schedules.
Ensure invoices are coded accurately and processed on time.
Monitor organizational cash flow and upcoming financial obligations.
Maintain accurate financial records and supporting documentation.
Coordinate monthly bank reconciliations with the accounting team.
Assist with monthly financial close activities.
Prepare deposits and maintain banking records.
Review financial transactions for completeness and accuracy before submission to accounting.
Track grant expenditures and monitor spending against approved budgets.
Prepare reports regarding accounts payable, receivables, outstanding invoices, and budget activity.
Support preparation of annual audits and financial reviews by organizing requested documentation.
Work proactively with the Executive Director and accounting partners to resolve discrepancies quickly.
Maintain proficiency in QuickBooks, Bill.com, ADP, Excel, and other financial systems.
Draft correspondence and organizational communications.

Human Resources & Organizational Administration

Support the employee lifecycle and organizational policies.

Responsibilities

Coordinate recruiting, interviewing logistics, and hiring processes.
Manage onboarding and offboarding.
Coordinate background checks and employment verification.
Maintain employee personnel files.
Coordinate benefits administration with external vendors.
Support payroll administration through ADP.
Ensure compliance with employment policies and organizational procedures.
Maintain employee handbook updates.
Support performance review processes.
Assist leadership with staff training and professional development coordination.
Monitor compliance with required employment documentation and reporting.

Other

Required Qualifications

Bachelor's degree required.
Minimum of 5 years of progressively responsible experience in nonprofit operations, office management, finance, business administration, or organizational management.
Demonstrated experience supporting executive leadership.
Strong nonprofit financial management experience.
Experience working with external accounting firms.
Experience supporting grant-funded organizations preferred.
Experience managing multiple competing priorities with minimal supervision.

Technical Skills

Must be highly proficient in: