Programs Administrative Manager

The Therapeutic Play Foundation, Inc.

Position Title: Programs Administrative Manager

Status: Full\-Time, Exempt

Reports To: Operations Director

Location: Los Angeles County, CA (Hybrid – Minimum 4 Days In\-Person)

Salary Range: $82,000 – $98,000 annually

Position Summary

The Programs Administrative Manager (PAM) serves as the administrative infrastructure leader for The Therapeutic Play Foundation (TPF). This role ensures that the organization’s administrative systems, workforce documentation, compliance tracking, and operational records remain organized, current, and audit\-ready.

Reporting directly to the Operations Director, the PAM oversees administrative staff and virtual assistants while coordinating human resources administration, credentialing documentation, compliance tracking, and organizational record management. The PAM maintains systems that support program delivery across TPF initiatives including CalAIM, Healthcare Access, STRTP, ArtGard, and grant\-funded community programming.

The Programs Administrative Manager tracks deadlines, maintains documentation systems, and reports operational or compliance needs to the Operations Director. Through ongoing supervision and collaboration, the PAM and Operations Director work together to resolve administrative challenges and maintain organizational readiness.

This position plays a critical role in ensuring the organization’s administrative infrastructure supports effective service delivery, regulatory compliance, and community engagement.

Core Responsibilities Administrative Workforce Supervision

The Programs Administrative Manager supervises administrative personnel responsible for supporting program and organizational operations.

Responsibilities include:

• Supervising Administrative Coordinators, Client Care Coordinators, and Administrative Virtual Assistants• Assigning and monitoring completion of administrative workflows• Providing guidance on administrative procedures and documentation standards• Supporting performance management in collaboration with the Operations Director• Ensuring administrative tasks are completed accurately and on schedule

Human Resources Administration

The PAM coordinates administrative aspects of workforce onboarding, personnel documentation, and HR processes.

Responsibilities include:

• Coordinating onboarding processes for new hires and contractors• Ensuring completion of background checks including Live Scan fingerprinting when required• Verifying TB tests and required health clearances• Ensuring all onboarding documentation is completed and properly stored• Coordinating offboarding documentation and records management• Collaborating with the organization’s HR consultant on onboarding, dismissals, and HR matters• Supervising the HR Virtual Assistant responsible for HR documentation tracking

Personnel decisions remain under the authority of the Operations Director and Executive Director.

Workforce Training Compliance

The Programs Administrative Manager ensures staff and partner providers meet organizational training requirements.

Responsibilities include:

• Tracking completion of the TPF Training Academy for staff and partner providers• Supervising administrative tracking of training completion• Coordinating reminders and follow\-ups for incomplete trainings• Maintaining training documentation records for compliance purposes• Reporting training completion status to leadership

Credentialing \& Provider Enrollment Coordination

The Programs Administrative Manager coordinates administrative aspects of provider credentialing and payer enrollment.

Responsibilities include:

• Maintaining credentialing records and documentation for providers• Tracking CAQH profile updates and re\-attestation requirements• Coordinating preparation of credentialing packets• Monitoring credentialing status with payers• Collaborating with the medical biller or credentialing specialist regarding credentialing needs

Credentialing approvals and billing decisions remain under the supervision of leadership and billing professionals.

Organizational Compliance \& Regulatory Tracking

The PAM maintains centralized tracking systems related to key organizational compliance requirements.

Responsibilities include maintaining documentation and tracking deadlines related to:

• nonprofit regulatory filings and corporate records• SAM.gov registration status• ORI (Originating Agency Identifier) authorization• organizational insurance policies and certificates of insurance• additional insured documentation requests• workforce compliance documentation• licensing and credential documentation

The PAM maintains a compliance calendar and alerts leadership of upcoming deadlines or documentation needs.

Nonprofit Governance \& Regulatory Support

The Programs Administrative Manager supports administrative compliance related to nonprofit governance.

Responsibilities include:

• Maintaining records of Articles of Incorporation, bylaws, and Board resolutions• Maintaining Board rosters and governance documentation• Tracking deadlines for nonprofit filings• Supporting preparation of documentation for Form 990 and other nonprofit reporting requirements

Financial and legal filings remain under the supervision of leadership and accounting professionals.

Contract, Grant \& MCP Documentation Support

The PAM supports organizational compliance with grant and managed care contracts.

Responsibilities include:

• Maintaining organized records of grant agreements and MCP contracts• Tracking contract renewal dates and reporting deadlines• Coordinating collection of documentation required for grant reporting• Maintaining documentation systems supporting compliance with funding requirements

Grant strategy and reporting remain under the supervision of the Data, Grants \& Development Director.

Organizational Documentation \& Knowledge Management

The Programs Administrative Manager maintains the organization’s digital documentation systems.

Responsibilities include:

• Organizing the organization’s Google Drive structure• Establishing and maintaining document naming and storage protocols• Ensuring compliance documentation is properly stored and accessible• Maintaining version control and archiving outdated documents• Supporting Directors in maintaining organized documentation systems
• Ensure accountability systems are in place for documentation, CalAIM processes, and reporting.
• Provide clear communication to leadership and staff regarding deadlines, updates, and issues.

Worksite Operations \& Administrative Stewardship

The Programs Administrative Manager serves as the primary administrative steward of the TPF office environment.

Responsibilities include:

• Opening the office on designated workdays and ensuring workspace readiness• Maintaining oversight of office access and security protocols in collaboration with the Operations Director• Monitoring office cleanliness and organization• Coordinating office supplies and shared resources• Ensuring meeting spaces remain functional and organized

Office Presence \& Operational Readiness

Administrative teams support operational readiness for programs and community engagement.

Responsibilities include:

• Tracking inventory of marketing and outreach materials• Monitoring supplies used for therapy activities, wellness labs, and community programming• Maintaining organized storage of outreach equipment and program materials• Coordinating restocking or replacement of frequently used supplies• Tracking supplies donated to the organization for community distribution• Maintaining records supporting distribution of donated resources

Administrative staff may also assist with maintaining records related to partnership agreements and Memoranda of Understanding (MOUs).

Collaboration with Operations Director

The Programs Administrative Manager works closely with the Operations Director to ensure administrative systems support organizational operations.

The PAM tracks documentation, deadlines, and compliance requirements and reports operational needs to the Operations Director. Through supervision and regular operational meetings, the PAM and Operations Director collaborate to resolve administrative issues and maintain organizational readiness.

Strategic operational decisions remain under the authority of the Operations Director and Executive Director.

Work Schedule

This position requires a strong in\-person presence to support administrative operations.

• Minimum
four (4\) days per week in person at the TPF office• One (1\) remote workday per week permitted with supervisor approval• Additional in\-person attendance may be required for meetings, training, or organizational events

Preferred Qualifications

• Bachelor’s degree in Public Health, Healthcare Administration, Business Administration, or related field preferred• 4–6 years experience in nonprofit administration, healthcare operations, or compliance coordination• Experience supervising administrative staff or virtual teams• Familiarity with Medi\-Cal, CalAIM, nonprofit compliance requirements, or grant\-funded programs preferred• Strong organizational and documentation management skills• Experience with Google Workspace and digital documentation systems• Ability to manage multiple deadlines and maintain accurate records

Professional Skills

Successful candidates will demonstrate:

• Strong organizational and systems management skills• Attention to detail and documentation accuracy• Effective communication and coordination across teams• Ability to manage multiple compliance deadlines• Commitment to professionalism, accountability, and organizational stewardship

Growth Opportunity

This role provides the opportunity to develop expertise in nonprofit administration, healthcare operations, compliance management, and organizational infrastructure. As TPF grows, the Programs Administrative Manager may expand responsibilities in operational leadership and administrative systems development.

Job Type: Full\-time

Pay: $82,000\.00 \- $98,000\.00 per year

Benefits:

• Health insurance
• Paid time off

Work Location: Hybrid remote in Los Angeles, CA 90043