Status: Full-Time | Location: Preschool Site | Reports To: Site Supervisor
Heartbeat Music and Performing Arts Academy is seeking a highly organized and experienced Office Manager. This dual-purpose role drives site-level administrative excellence while spearheading family services operations. The ideal candidate will manage daily office workflows, to include family services and preschool administration, and serve as the site's champion for compliance with Title 22, Title 5, CDE, and CDSS regulations.
Site Operations and Executive Support
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Administrative Oversight: Manage all daily office operations, data systems, frontfacing communication, and clerical workflows to ensure a professional and welcoming environment.
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Enrollment Leadership: Oversee the intake and onboarding process for all incoming families, ensuring a seamless enrollment experience.
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Funding and Attendance Reporting: Manage and accurately submit weekly and monthly attendance records to our funding partner to secure timely reimbursements.
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Title 5 and Agency Compliance: Maintain meticulous family files, attendance tracking, and eligibility documentation in strict accordance with Title 5, California Department of Education (CDE), and California Department of Social Services (CDSS) guidelines.
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Title 22 Compliance: Ensure all student and preschool staff personnel files are comprehensive, uptodate, and fully compliant with Title 22 licensing standards.
Family Services and Community Engagement
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Enrollment Pipeline: Oversee student recruitment, eligibility verification, intake, and enrollment processes.
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Customer Service and Culture: Act as a primary ambassador for the academy, fostering strong relationships with families, managing program communications, and elevating the customer service experience.
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Education: Bachelor’s Degree or higher in Business Administration or Business Management.
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Experience: 5+ years of progressive administrative experience, with a strong preference for candidates who have worked in a heavy compliance setting.
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Core Skills: Exceptional organizational skills, strong verbal and written communication, and a proven track record of managing competing priorities in a fastpaced environment.
Our Mission At HBMPAA, we are dedicated to closing the gap in traditional education by providing at-risk and underprivileged youth with transformative opportunities in music and dance education. Rooted in the rich tradition of HBCU culture, HBMPAA inspires students through dynamic programs designed to nurture talent, build confidence, and instill self-discipline. Whether your child joins our Preschool 4 The Arts Program or our After-School Marching Band Program, they will gain a strong foundation in music and movement, learning essential skills such as reading music, mastering body coordination, and developing stage presence. At HBMPAA, we don't just teach performance—we empower students with lifelong skills that foster creativity, discipline, and a passion for the arts.
