CCS Operations Manager

Position Summary

The Operations Manager is responsible for coordinating and supporting the day-to-day administrative and operational functions of Cornerstone Community Services (CCS). The position works closely with the Executive Director and program leadership to ensure organizational systems, processes, documentation, data, contracts, and administrative functions operate efficiently and support high-quality service delivery.

The Operations Manager provides operational support across CCS programs and initiatives. Healthy Families Indiana, as a major CCS service contract, will be a primary area of responsibility. The Operations Manager will support Healthy Families Indiana operations including referral and enrollment tracking, data systems, documentation and compliance monitoring, reporting, service and billing reconciliation, performance tracking, and administrative coordination.

As CCS grows and develops additional programs, contracts, grants, and community initiatives, the Operations Manager will help establish and maintain scalable organizational systems that support effective operations, accountability, regulatory and contractual compliance, and organizational growth.

Essential Duties and Responsibilities

Organizational Operations

· Coordinate day-to-day administrative and operational functions across Cornerstone Community Services.

· Develop, implement, and maintain efficient operational processes and workflows.

· Work closely with the Executive Director to identify operational priorities and ensure timely follow-through.

· Support program leaders in implementing organizational policies, procedures, systems, and administrative requirements.

· Identify operational barriers, inefficiencies, and risks and recommend solutions.

· Establish systems that support organizational growth and the implementation of new contracts, grants, and programs.

· Coordinate operational activities across programs to promote consistency and avoid duplication of administrative processes.

· Maintain organizational calendars, deadlines, reporting schedules, and other systems necessary to ensure timely completion of required activities.

· Assist with implementation and monitoring of internal controls and administrative processes.

· Coordinate with Cornerstone Support Services and other organizational partners when shared infrastructure, administrative support, or resources are utilized by CCS.

· Perform special projects and other operational responsibilities as assigned by the Executive Director.

Healthy Families Indiana Operations

· Serve as a primary administrative and operational resource for the Healthy Families Indiana program.

· Work collaboratively with the Healthy Families Indiana Program Director and Supervisors to support effective program operations.

· Maintain systems for tracking referrals from receipt through family contact, assessment, enrollment, assignment, and ongoing services.

· Monitor referral status and identify referrals requiring follow-up.

· Support processes for assignment of referrals and enrolled families to appropriate program staff.

· Monitor program capacity and provide leadership with accurate information regarding referrals, enrollment, caseloads, and available service capacity.

· Support tracking of FROG assessments, home-visiting services, screenings, required activities, and other program deliverables.

· Assist in identifying operational barriers affecting timely service initiation, family assignment, documentation, or billing.

· Support preparation for HFA accreditation activities, DCS monitoring, program reviews, audits, and other oversight activities.

· Maintain administrative systems necessary to demonstrate compliance with Healthy Families Indiana contractual and HFA program requirements.

· Coordinate operational follow-up on identified deficiencies, corrective actions, and improvement activities.

· Support implementation of new HFI requirements, processes, and system changes.

The HFA materials place responsibility for program data, record review, quality assurance, performance monitoring, and other administrative functions within the program's management structure. The Operations Manager will support those functions while clinical/programmatic supervision and HFA practice oversight remain with the Program Director and Healthy Families Supervisors.

Data Management and Reporting

· Support accurate and timely entry, maintenance, and reconciliation of information in required organizational and program data systems.

· Develop and maintain internal tracking systems, dashboards, spreadsheets, and reports necessary for effective program and organizational management.

· Monitor data completeness, accuracy, and timeliness and identify discrepancies requiring correction.

· Work with program staff and supervisors to resolve missing, incomplete, or inconsistent information.

· Compile information required for internal reports, contract reports, grant reports, board reporting, and leadership review.

· Track organizational and program key performance indicators and assist leadership in identifying trends and areas requiring attention.

· Maintain appropriate records supporting reported outcomes and performance measures.

· Assist with data preparation for quality assurance, continuous quality improvement, monitoring, accreditation, and audit activities.

· Maintain confidentiality and appropriate access to organizational and participant information.

Billing and Financial Operations Support

· Coordinate with program leadership and financial personnel to support accurate and timely billing and revenue reconciliation.

· Track completed services and other billable activities against documentation and billing records.

· Identify discrepancies between services delivered, services documented, and services billed and facilitate timely resolution.

· Monitor service volume and revenue-related operational indicators and provide regular information to leadership.

· Assist with tracking grant and contract expenditures, program expenses, purchasing, and budget-related information as assigned.

· Maintain supporting documentation required for contract, grant, or program expenditures.

· Assist with preparation of information needed for financial reporting, audits, contract monitoring, and grant reporting.

· Support organizational purchasing and procurement processes in accordance with CCS policies.