Job Description

We are seeking a highly organized, mission-driven, and adaptable Program Operations Manager (HR & Communications) to support integrated program operations across ICO and its affiliated organizations.

This is a cross-functional role responsible for coordinating day-to-day program operations, supporting human resources processes, maintaining compliance and documentation systems, and assisting with public-facing communications and events.

The ideal candidate is detail-oriented, people-focused, and comfortable operating across multiple domains while maintaining strong organizational systems, clear communication, and strict compliance with regulatory and internal standards.

This role works under the direction of Program, HR, and Executive leadership and plays a key role in ensuring operational excellence, staff support, and program quality across the organization.

Responsibilities

Program Operations & Participant Support

• Support daily operations of Adult Day Program (ADP) and related services, including scheduling, attendance tracking, and coordination of staff and resources
• Assist in maintaining a safe, structured, and supportive environment for participants and staff
• Coordinate facility operations including opening/closing procedures, supplies, and general upkeep
• Support planning and execution of program activities, special events, and community engagement initiatives
• Serve as a liaison between program staff, leadership, and external stakeholders

Records Management & Compliance

• Maintain accurate, organized, and audit-ready participant and staff records
• Ensure documentation aligns with Title 17, Title 22, HIPAA, and Regional Center requirements
• Track staff certifications, trainings, and compliance deadlines
• Support audit preparation, licensing requirements, and documentation reviews
• Manage document workflows including filing, scanning, and secure data handling

Human Resources Support

• Assist with recruitment processes including job postings, candidate coordination, and interview scheduling
• Support onboarding processes, ensuring all required documentation and training requirements are completed
• Maintain personnel records, onboarding checklists, and compliance documentation
• Serve as a point of contact for general staff HR questions, escalating as appropriate
• Support staff engagement initiatives, trainings, and internal communications

Communications & Events Support

• Assist with development of internal and external communications including announcements, materials, and messaging
• Support coordination of public-facing events, community initiatives, and organizational programs
• Assist with media coordination, outreach efforts, and content preparation as directed
• Ensure consistent and professional communication across teams and external partners

Collaboration & Continuous Improvement

• Work closely with Program Directors, HR leadership, and Executive leadership to support organizational priorities
• Identify process gaps, inefficiencies, or opportunities for improvement and recommend solutions
• Maintain clear communication, accountability, and responsiveness across all assigned responsibilities

Requirements

• 2–4 years of experience in program operations, human resources support, administration, or a related field
• Experience working in healthcare, social services, or regulated environments preferred
• Strong organizational and documentation management skills
• Understanding of compliance standards (HIPAA, Title 17/22, or similar frameworks preferred)
• Experience supporting onboarding, HR processes, or staff lifecycle management
• Strong written and verbal communication skills
• Ability to manage multiple priorities and work across cross-functional teams
• High level of professionalism, discretion, and confidentiality

Preferred Qualifications:

• RBT certification or willingness to obtain
• CPI certification or willingness to obtain
• Experience supporting events, communications, or community engagement initiatives

Reporting Relationship

Reports to:

• Program Director (Operations)
• HR Director (HR Support)
• Chief Executive Officer (CEO) (Communications & Strategic Initiatives)

Job Type

Full-Time (Non-Exempt)
Standard schedule: 4 days per week, approximately 30 hours

Additional hours may be required based on program needs and will be compensated in accordance with California labor law.

Compensation

$25.00 per hour

Benefits

Health insurance
Dental insurance
Vision insurance
Life insurance
Paid time off
Professional development support
Wellness benefit

Schedule

Monday to Friday
Hours coordinated based on program and operational needs
Occasional evening or weekend availability required for events

Work Location

In person (with support across ICON and affiliated locations as needed)

About Integrated Community Options, Inc

At ICO, we're more than just a social service. We're a trusted source of community care and collaboration with physically and developmentally disabled individuals. Founded on the principles of inclusivity, dignity, and mutual respect, we offer a multicultural and accessible environment where every individual is celebrated and guided toward their full potential. Our organization is designed to cater to individual needs, empowers individuals to embrace their personal strengths on a shared journey towards independence and fulfillment.

Our Commitment

Together, we can build stronger, more inclusive communities where every individual's voice is heard, valued, and empowered.