Business Operations Specialist

Expected Semimonthly Salary:

Work where your work matters. Work at CCRC.

CCRC prides itself as a workplace of choice for passionate talent, driven by our mission to cultivate child, family and community well-being. Whether the position works directly with the public or supports our programs, every position is vital to our mission's success and reputation as a leader. We are not your typical non-profit. We are 900+ people strong and growing!

Reporting to the Supervisor of Business Administration, the Business Operations Specialist position provides cross-functional business-wide support with one or more of the following programs, as assigned: centralized contracts administration program, centralized policy administration program, business continuity/disaster recovery (BCDR) program, conflict of interest program (COI), and centralized business insurance management program. This role may also be tasked with data security incident/breach reporting and coordination, data governance committee (DGC) meeting administration, limited attorney coordination, and other cross-functional business-wide programs.

Business Operations Specialist JOB-FLYER.pdf

Essential Duties And Responsibilities

Within a collaborative team environment, the Business Operations Specialist is responsible for providing support with one or more of the following business-wide programs:

Business Program Support (75%)

Centralized Contract Administration

• Administer and maintain CCRC's contract management system, ensuring accurate tracking of current and historical contracts.
• Organize and manage all CCRC agreements (e.g., grants, vendor/software agreements, MOUs, NDAs) in a centralized, searchable repository accessible by relevant staff.
• Generate ad hoc or recurring reports to leadership on contract lifecycle status, coordinate with applicable functional or program areas on contract changes. Provide analysis and comparison of updated contract terms & conditions and highlight potential impact or risk to CCRC.

Collaborate with Grants Management (Finance) and Program Division leadership to confirm the accuracy of contract terms and associated financial data.

Centralized Policy Administration

• Develop and implement agency-wide policy administration processes in alignment with CCRC's Policy Management policy.
• Create and maintain standardized policy templates that align with CCRC branding.

Insurance Program Administration

• Lead insurance coordination activities for CCRC insurance policy renewals, insurance changes, and coordinate with program leadership for business details.
• Act as primary insurance broker coordinator for business related insurance. Plan/schedule annual renewal with Insurance committee. Ensure annual renewal tasks are tracked to meet timely updates and review quotes for renewals.

Business Continuity / Disaster Recovery (BCDR) Administration

• Ensure implementation and regularly update CCRC BCDR program activities. Ensure business continuity plans are completed and reviewed annually (minimum) by all functional areas.

Cross-Functional Business Collaboration (25%)

Data Governance Committee (DGC) Coordination

• Manage scheduling and implementation of recurring DGC meeting. Complete meeting notes with action items and follow-up with assigned action item owners to complete tasks.

Data Security Incident (DSI) Coordination

• Lead implementation of DSI activities. Document and oversee efficient data security incident reporting and investigations.
• Coordinate with CPCO, CAO, and CCRC leadership on DSI reporting, and ensure all follow-up actions are completed.

Conflict of Interest (COI) Program Coordination

• Develop and manage CCRC's COI program. Ensure annual COI disclosures are completed by all new staff and annually for all others. Establish automated procedures for disclosure mitigation actions, follow-up, and completion reporting for CCRC leadership.
• Coordinate with People & Culture, Finance, Internal Audit, and program areas at least annually to review and update COI disclosure questions to ensure CCRC policy and funder requirements are met for annual disclosure reporting.

Program Education and General Business Assistance

• Establish and maintain regular coordination with Division leadership to ensure all responsible programs are efficient, meeting business needs, and process improvements considered.
• Establish and lead recurring training and education program to ensure leadership and staff are aware of and have approved access to contract data, insurance documentation, policy update status, and other responsible administrative data repositories.

Non-Essential Duties And Responsibilities

These duties include tasks that are required and comprise less than 5% of daily functions for this job:

• Participate in and make presentations to staff, executive team, committees, and other groups, as needed.
• Attend appropriate trainings, meetings, and seek out developmental opportunities.
• Maintains awareness of current trends in contract management with a focus on compliance, risk mitigation, and project management.
• Other duties as assigned.

Job Specifications

Minimum Required

• Education & Experience:
  • Associate's Degree in Business Administration, Technology, or a related field and 3 years of relevant experience; or
  • High School Diploma or GED and at least 5 years of relevant experience; or
  • Any other combination of equivalent and relevant education and experience that supports the successful performance of the essential job functions.

Relevant Experience must include demonstrated expertise in at least two of the following areas: Contract Administration, Policy Administration, Insurance Program Management, or Business Continuity/Disaster Recovery (BCDR).

• Professional/Technical Certifications: None required.
• Behavioral
  • Contracts Administration Function: Current working knowledge and familiarity of Federal, State and local government contracting and grant management principles. Strong understanding and application of applicable laws and regulations governing local, state, and federal contracting/grant requirements.
  • Contracts & Insurance Administration Functions: Demonstrated experience in effectively consulting with legal counsel to obtain legal reviews of contracts, security investigations, etc.
  • Proven leadership skillset and flexibility to changing business requirements with attention to detail.
  • Ability to independently perform complex conceptual analysis while delivering constant process improvement monitoring and implementations.
  • Exercise independent judgment to identify and resolve problems in a timely manner.
  • Ability to gather and analyze information skillfully.
  • Expertise in using Microsoft Office applications including Excel, Word, and Outlook, as well as other management systems applicable for centralized contracts/policy/insurance management.
• Travel: This position requires 5% travel. Will consist of travel to and from CCRC business offices and possible non-local/out of state travel for conferences. Staff may choose any mode of transportation (driving, walking, bicycling, carpooling, etc.) to arrive to and depart from the location where attendance is required. Should a staff member choose to drive, the staff member must become an approved driver with CCRC prior to driving on behalf of CCRC. Approved staff driving on behalf of CCRC may choose to drive a CCRC vehicle or personally owned vehicle and must meet requirements to be an approved driver including holding and maintaining current auto insurance, current California Driver's License and receiving DMV clearance.
• Work Schedule: Hybrid, Full time, typically M-F regular business hours. In-office presence is expected for business coordination, project-related needs, or as directed by Division leadership.
• Work environment: Office work environment; ambient temperature, moderate noise level, indoors. When working remote, must provide a professional office-like environment without distraction and in compliance with CCRC Flexible Work Policy requirements.
• Background & Health Clearance Requirements: Background requirements determined according to the requirements of the program(s) which the Project Manager will be supporting. Background check required. As a grant-funded Agency supporting Children and Family Services, CCRC conducts background checks commensurate with the role to verify candidate qualifications (criminal history, employment history / experience, education, reference checks) and ensure grant compliance. Specific roles may have additional verification / clearance to the standard background check as part of the recruitment and selection process, including:
  • Live Scan Clearance / DOJ Fingerprinting: For positions working directly with the public in a child/ community care or child / community care adjacent setting (CA Health and Safety Code Section 1596.871 and/or Head Start Program Performance Standards 1302.90).
  • Health Clearance: For positions working directly with the public in a child/ community care or child / community care adjacent setting or working with "at risk" populations, CA Code of Regulations Title 22, *101216, CA Health and Safety Code 1596.7995, and/or Head Start Program Performance Standards 1302.93)
  • MVR / DMV clearance in accordance with CCRC's liability insurance provisions: For positions where driving is required.
  • Child Development Permit: For positions working in an educational capacity (California Education Code Sections 44242.5, 44340, and 44341)
  • CPR / Pediatric CPR certification: For certain identified positions working directly with the public in a child/ community care or child / community care adjacent setting (CA Health & Safety Code 1596.865 - 1596.866)
  • Federal Debarment Checks: For positions acting in a principal capacity to federal funds (Head Start Program Performance Standards 1304.11, Code of Federal Regulations Title 2 Grants and Agreements 2.180.320 and 2.180.995)

At CCRC, passion and meaningful work is rewarded! We offer employees:

• Competitive compensation package
• Robust benefit offerings -Medical, Dental, Vision, and Voluntary Life Insurance
• Basic Life Insurance and Long Term Disability paid for by CCRC
• Employer Contribution and Employer Match in the 403(b) Retirement Savings Plan with 100% vesting
• Generous Time Off Policy-Vacation and Sick Time, Holidays, and Paid Winter Break
• Opportunities for learning and professional development, including education reimbursement
• Employee Assistance and Wellness Programs
• 501(c) (3) designation-You can apply for Public Service Loan Forgiveness!
  

We have doubled in size over the past 10 years. We provide child development and early education, workforce development opportunities, child care financial assistance, Head Start preschool and Early Head Start services and more for close to 50,000 parents, children, and child care providers each month in Northern Los Angeles County, including Antelope Valley, and the entirety of San Bernardino County, including an office in Victorville, serving a total geographic area of 22,500 square miles.

Child Care Resource Center is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex including sexual orientation and gender identity, national origin, disability, protected Veteran Status, or any other characteristic protected by applicable federal, state, or local law.

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)

Accommodations: If you are a qualified individual with a disability or a disabled veteran, you have the right to request an accommodation if you are unable or limited in your ability to use or access our career center as a result of your disability. To request an accommodation, contact a Human Resources Representative at (818) 717-1000 ext. 6599 or email them at Recruiting@ccrcca.org.