Operations Assistant

5 hours ago

Fairfield, California, United States Tomorrow House Supportive Living Full time

Job Description

Tomorrow House Supportive Living is seeking a highly organized, proactive Operations Assistant to support daily operations, client onboarding, staffing coordination, and program expansion across multiple regions.

This is a high-impact role that works closely with leadership to ensure systems, documentation, and service delivery run smoothly across Supported Living Services (SLS), Independent Living Skills (ILS), Coordinated Family Support (CFS), and expanding programs.

This position is ideal for someone who thrives in fast-paced environments, enjoys problem-solving, and wants to grow with a mission-driven organization.

Key Responsibilities

Operations & Executive Support

  • Provide direct operational and administrative support to leadership
  • Manage calendars, meetings, internal trackers, and follow-ups
  • Maintain shared drives, SOPs, forms, and operational documentation
  • Handle confidential information with professionalism and discretion

Client Onboarding & Assessments

  • Coordinate client onboarding from referral through service start
  • Support intake documentation, assessments, and system setup
  • Track onboarding timelines and flag missing or delayed items
  • Collaborate with leadership and case management to ensure smooth transitions

Staffing, Scheduling & Coverage

  • Manage staff schedules using Aaniie/SmartCare
  • Monitor clock-ins, clock-outs, missed shifts, and coverage gaps
  • Communicate schedule changes and coverage needs in real time
  • Support emergency staffing coordination when needed
  • Monitor EVV compliance and resolve discrepancies

Systems & Database Management

  • Maintain accurate client and staff profiles
  • Track training expirations, overdue notes, and credential alerts
  • Validate timekeeping data to support payroll accuracy
  • Generate reports for billing, QA, and compliance
  • Provide technical guidance to staff using agency systems

Cross-Regional & Program Expansion Support

  • Provide operational guidance to staff across multiple regions
  • Support new region launches and program expansion efforts
  • Assist with scaling workflows, onboarding new staff and clients
  • Support pilot programs and internal initiatives

Compliance & Quality Support

  • Assist with audit preparation and documentation
  • Track compliance metrics and training completion
  • Support incident documentation and QA initiatives

Qualifications

Required

  • Associates Degree preferred
  • 2+ years of administrative or operations experience
  • Strong organizational and communication skills

Preferred

  • Experience in social services, healthcare, or IDD programs
  • Familiarity with Title 17 or Regional Center services
  • Experience supporting multi-site or growing organizations

Benefits

  • Health, dental, and vision insurance
  • Paid vacation and sick time
  • Retirement plan options
  • Growth opportunities within a scaling organization

Job Types: Full-time, Temporary

Pay: $ $25.00 per hour

Benefits:

  • 401(k)
  • Dental insurance
  • Health insurance
  • Life insurance
  • Vision insurance

Work Location: In person

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