Director of Operations

LIVE OAK ADULT DAY SERVICES

Director of Operations

Live Oak Adult Day Services, 501(c)(3) Non-Profit | San Jose, CA

Department: Operations

Reports To: Executive Director

Classification: Exempt, Full-Time

Salary Range: $90,000 – $100,000

Primary Location: Willow Glen, San Jose

Position Summary

The Director of Operations leads the operational backbone of Live Oak, a 501(c)(3) nonprofit delivering older adult day services across four sites — Willow Glen, Los Gatos, Cupertino, and Gilroy. Reporting directly to the Executive Director, the Director of Operations ensures that every site runs smoothly, compliantly, and with dignity at the center of every client interaction. This individual will standardize financial and compliance practices across all locations, strengthen a high-performing, mission-aligned team culture, and serve as a steady operational presence.

Key Responsibilities

1. Operational Support, Regulatory Compliance & Quality Assurance

• Maintain full compliance with California Community Care Licensing (Title 22), health department standards, and California labor laws, including timely submission of required documents such as business license renewals, California Certificate of Good Standing, DSS Forms (309, Lic 500) for changes in board, personnel, and other related filings
• Update and distribute the Department of Social Services (DSS) Policy and Procedure Manual in accordance with current regulations and organizational practices.
• Per DSS compliance, lead regular site audits to ensure safety, emergency preparedness, and accuracy of staff and client records across all program locations.
• Ensure the integrity of census reporting, including the Master Client List and attendance records at each center.
• Maintain compliance and ongoing training with all mandatory health clearance requirements, including TB tests and COVID-19 vaccination records, and ensure background check requirements are met for all staff.
• Act as the primary gatekeeper for cybersecurity, ensuring data privacy, system security, and compliance with applicable digital security standards across all program operations.

2. Financial and Resource Management

• Manage day-to-day financial operations, including cash flow management, accounts receivable and payable, payroll processing, and banking activities.
• Ensure compliance with all grant reporting and audit requirements in coordination with the organization's accounting vendor.
• Partner with the Executive Director and Treasurer to develop, monitor, and manage the annual operating budget with fiscal discipline and transparency.
• Proactively monitor and follow up on aging accounts receivable to ensure timely collections and minimize outstanding balances.
• Support the client centers by managing landlord and vendor relationships, and contracts across key service areas, including leases, catering and meals, janitorial, maintenance, and IT.
• Oversee procurement of program supplies, office equipment, and safety gear, balancing cost-effectiveness with uninterrupted program operations.

3. Human Resources & Staff Development

• Ensure the training program for staff is communicated appropriately and completed in a timely manner.
• Support the Executive Director who leads recruitment with a hiring committee (appropriate selection of interviewers, documentation, discussion and decision)
• Support the onboarding for program staff and volunteers.
• Foster a positive, inclusive, and collaborative workplace culture rooted in Live Oak's core values of dignity and compassion.

Qualifications

Education

• Bachelor's degree in Business Administration, Finance or a closely related field required.
• Master's degree is preferred.

Experience

• Minimum of 1–2 years of progressive management experience in adult day care, assisted living, or a social service nonprofit setting.
• Demonstrated success in supporting multi-site or multi-program operations.

Knowledge & Skills

• Strong analytical and problem-solving skills with keen attention to detail.
• Strong financial acumen, including budget management, grant compliance, and vendor negotiation.
• Working knowledge of cybersecurity principles, with the ability to oversee data protection strategies and ensure organizational compliance with digital security standards.
• Proven experience in operational planning and process improvement.
• Exceptional organizational skills with the ability to manage multiple priorities and deadlines across diverse locations.
• Proficiency in Google Workspace and Microsoft Office Suite; experience with client or program management software; ability to adopt new technologies quickly.
• Excellent written and verbal communication skills, with the ability to engage effectively with staff, families, regulators, and community partners.
• Working knowledge of nonprofit accounting standards, employment law, and government contracting.
• Knowledge of California Title 22 regulations governing Adult Day Programs is a plus.
• Collaborative team player with the ability to support others effectively.

Attributes

• Values-driven and empathetic leader with genuine respect for older adults and a passion for supporting family caregivers.
• Collaborative team builder who leads by example and empowers those around them.
• Calm and solutions-focused under pressure, with a high degree of professional integrity.

Requirements

• Valid California Driver's License and reliable personal vehicle required; regular travel between program sites is expected.
• Ability to lift up to 25 lbs and assist with equipment setup or event preparation as needed.
• All Live Oak Adult Day Services position require
• Current CPR & First Aid Certification
• Mandated Elder Abuse Reporter Designation
• DOJ/FBI Background Clearance
• Clear TB Test and Health Screening

Benefits:

• Medical, Dental, and Vision Insurance
• PTO, Paid Holidays, and Bereavement Leave

Live Oak Adult Day Services is an equal opportunity employer committed to building a diverse and inclusive team.

Pay: $85,000.00 - $100,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Education:

• Bachelor's (Preferred)

License/Certification:

• CA Driver's license (Required)

Ability to Commute:

• San Jose, CA 95125 (Required)

Work Location: In person

Salary : $85,000 - $100,000