Office Manager

HBMPAA; Escondido (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

HBMPAA is seeking an Office Manager for a preschool site in Escondido, CA. You will lead site administration, enrollment intake, attendance documentation, and front-facing communications while ensuring compliance with Title 22, Title 5, CDE, and CDSS requirements.

The role emphasizes organizing daily workflows, maintaining records, and serving as a site ambassador to families and staff in a fast-paced environment.

Qualifications

• Bachelor's degree or higher in Business Administration or related field.
• Five+ years of progressive administrative experience, preferably in a compliance-intensive environment.
• Strong organization, written and verbal communication, customer service, confidentiality, and ability to manage competing priorities in a fast-paced setting.

Responsibilities

• Manage daily office operations, data systems, front-facing communications, and clerical workflows to maintain a professional site environment.
• Oversee family intake, onboarding, enrollment, eligibility verification, and the enrollment pipeline.
• Submit attendance and funding records accurately and maintain family files and documentation per program requirements.
• Maintain staff and student files and support compliance with Title 22, Title 5, CDE, and CDSS requirements.
• Serve as a site ambassador, build strong family relationships and manage program communications.

Skills

Office admin

Customer service

Communication

Organization

Education

Bachelor's degree in Business Administration

Tools

Microsoft Office

Enrollment software

Job description

Description

OFFICE MANAGER

Department: Site Administration

Reports To: Site Supervisor

Location: Preschool Site

POSITION SUMMARY

The Office Manager supports site-level administrative excellence and family services operations. The role manages daily office workflows, enrollment and family intake, attendance and funding documentation, front-facing communications, and preschool administrative records while supporting compliance with Title 22, Title 5, CDE, and CDSS requirements.

CORE RESPONSIBILITIES

• Manage daily office operations, data systems, front-facing communications, clerical workflows, and a professional and welcoming site environment.
• Oversee family intake and onboarding and support student recruitment, eligibility verification, enrollment, and the site enrollment pipeline.
• Manage and accurately submit required attendance and funding records and maintain family files, eligibility documentation, and administrative records in accordance with program requirements.
• Maintain comprehensive student and preschool staff files and support Title 22, Title 5, CDE, and CDSS compliance and audit readiness.
• Serve as a primary site ambassador, build strong family relationships, manage program communications, and support a high-quality customer-service experience.

QUALIFICATIONS & COMPLIANCE

• Bachelor's degree or higher in Business Administration, Business Management, or a related field.
• Five or more years of progressive administrative experience preferred, particularly in a compliance-intensive environment.
• Exceptional organization, written and verbal communication, customer service, confidentiality, and ability to manage competing priorities in a fast-paced setting.

WORK ENVIRONMENT & PHYSICAL EXPECTATIONS

Regular in-person work at an HBMPAA preschool site with frequent interaction with families, staff, leadership, records, data systems, and compliance documentation.

DISCLAIMER

This position description summarizes the general nature and essential responsibilities of the role and is not an exhaustive list of duties. Responsibilities may be adjusted based on licensing requirements, funding, staffing, enrollment, program needs, verified qualifications, or other legitimate operational needs.