Director of Administrative Operations

Job description:

About Animate Behavior

Animate Behavior is a Bay Area-based organization that provides individualized support services for children and adolescents, primarily those diagnosed with autism spectrum disorder and other developmental disabilities. We combine the close-knit culture of a smaller company—where employees are known, valued, and supported—with the resources, stability, and opportunities for growth of a larger organization.

By focusing exclusively on the Bay Area, we build strong relationships with the families and communities we serve while delivering personalized, high-quality care. Our mission is to help every learner reach their full potential, while creating a collaborative and rewarding workplace where employees can grow and thrive.

Location

This is an in-person position at our Office and Early Learner Center in Emeryville, CA.

About the Role

Animate Behavior is seeking a highly organized and collaborative Director of Administrative Operations to oversee the business and administrative systems that support high-quality clinical services, organizational growth, and day-to-day operational excellence. This leadership role is responsible for guiding administrative operations across talent acquisition, scheduling, vendor and contract management, facilities logistics, marketing and outreach, and operational systems and procedures.

The Director of Administrative Operations will partner closely with the CEO and Animate Directors on strategic planning, budget forecasting, process improvement, and operational decision-making. This role supervises Operations, Scheduling, and Talent Acquisition Coordinators while helping ensure efficient systems, consistent communication, and a positive employee and client experience across the organization.

Key Responsibilities

Business Operations & Strategy

• Oversee day-to-day business operations and administrative functions that support the financial viability of the organization.
• Assist executive leadership with operational duties, system analysis, growth planning, and budget forecasting.
• Create, update, and maintain Standard Operating Procedures, task analyses, handbooks, manuals, and other operational resources.
• Model Animate Behavior’s culture, policies, and procedures in all leadership responsibilities.

Talent Acquisition & Staff Development

• Oversee talent acquisition strategy, hiring processes, onboarding, staff training, and retention efforts.
• Determine hiring needs and participate in interviews for administrative and operational roles.
• Support the Human Resources Department and oversee Talent Acquisition functions, including supervision of operations support staff.
• Provide mentorship, supervision, check-ins, and performance support to help staff grow into higher-level roles aligned with organizational needs.

Scheduling & Operational Coordination

• Supervise regional client session scheduling in partnership with clinical teams.
• Support the Scheduling Department by attending meetings, advising on assignments, and assisting with scheduling changes as needed.

Vendor, Contract & Facilities Management

• Manage vendor, partner, and contractual relationships, including obtaining new contracts for the organization.
• Oversee facility logistics, including lease negotiations, site maintenance, clinic setup, and center operations support.
• Create and oversee safety procedures for operational and center settings, including health and safety protocols and center layout logistics.

Minimum Qualifications

• Minimum of 5 years of business management or relevant experience in health care, education, or a related field, including previous experience in an operations supervisory role overseeing talent acquisition, scheduling management, and operational systems and procedures.
• Working knowledge of data and business platforms, including Copilot, Intuit, Microsoft Office, Microsoft 365, and Central Reach.

Preferred Qualifications

• MBA, Master’s in Management, Bachelor’s in Business Administration, Management, or Operations Management.
• BCBA® certification or an equivalent combination of education and operations leadership experience.
• Fluency in languages in addition to English, including Spanish and Cantonese.

Additional Requirements

• Availability between 8:00 AM and 6:00 PM, schedule to be determined
• Ability to successfully pass Live Scan fingerprinting and screening against the Office of Inspector General and State Medicaid Exclusion lists.

Benefits and Compensation

• $95,000-$105,000 annually based on experience and qualifications.
• Flexible work schedule with hybrid work available
• Paid Vacation Leave after 6 months
• Paid Holidays (7 per year) after 6 months
• Paid Sick Leave
• Life Insurance and Employee Assistance Program
• Health, Vision, and Dental Insurance
• Retirement Savings with match after 1 year

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Experience:

• Operations management: 5 years (Required)

Ability to Relocate:

• Emeryville, CA 94608: Relocate before starting work (Required)

Work Location: In person