Office Manager (San Diego)

Heartbeat Music & Performing Arts Academy; San Diego (CA); On-site; USD 65,000 - 80,000; Full time

Job summary

Heartbeat Music Ltd. is seeking an Office Manager to support site-level administration and family services at a preschool site.

Responsibilities include handling daily office workflows, enrollment, attendance, and funding documentation while ensuring compliance with Title 22, Title 5, CDE, and CDSS requirements. The role emphasizes strong communication with families, front-facing interactions, and maintaining organized records to support a high-quality customer-service experience at the site

Qualifications

• 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.

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.

Skills

Excellent communication

Customer service

Confidentiality

Multitasking

Education

Bachelor's degree or higher in Business Admin/Management

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.

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.

Requirements

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.