Operations Manager, Special Projects at Chrysalis Center Inc – Los Angeles, California

Job Summary:

Chrysalis is seeking a highly organized and detail-oriented Operations Manager to support day-to-day agency-wide operations and special projects. This role is critical to ensuring accurate documentation, timely communication, and effective coordination across Human Resources, Operations, and Chrysalis Enterprises business line teams while improving organizational effectiveness.

The Operations Manager, Special Projects will initially be tasked with managing a high-volume claims environment and serving as a central point of contact for claims-related documentation, correspondence, and internal coordination, working closely with leadership, internal teams, legal counsel, insurance carriers, and third-party administrators. Additionally, this position will support the implementation of digital timekeeping and scheduling via ADP across the various departments.

Scope and Time Allocation

Approximately 50-60% of this role is dedicated to claims administration, risk coordination, compliance support, and including Workers’ Compensation.

The remaining 40-50% of the role may support organization-wide projects as systems and workflows mature and as aligned with organizational priorities.

Responsibilities include:

Claims Administration & Coordination

• Administer and track Workers’ Compensation, D&O, EPL, and General Liability claims.
• Maintainaccurate, up-to-date claims logs and documentation.
• Serve as a primary point of contact for claims-related correspondence and requests.
• Coordinate with insurance carriers, third-party administrators, and legal counsel to ensuretimelyexchange of information.

Mail, Records & Documentation Management

• Ensure an accurate system is in place to receive, log, scan, and distribute all claims-related mail and legal correspondence.
• Ensure proper indexing, filing, and retention of claims documents in compliance with confidentiality and recordkeeping standards.
• Monitor deadlines and follow up on outstanding documentation or requests.

Project & Workflow Management

• Identify and improve procedures and efficiencies for cross-departmental workflows, particularly between HR, Chrysalis Enterprises, and Finance.
• Set up and manage workflows and projects, particularly for claims-related matters, but also other identified procedures related to digital timekeeping, workforce scheduling and labor efficiency improvement projects..
• Track tasks, deadlines, and follow-ups to ensure claims move forward efficiently.
• Prepare status updates, summaries, and reports for the Vice President of Human Resources and COO as requested.

Personnel File & Records Requests

• Coordinate and administer personnel file and employment records upon request related to claims, litigation, or audits.
• Partner with the Human Resources team to ensure accurate, complete, and compliant file production.
• Handle sensitive employee information with discretion and confidentiality.

Cross-Functional Collaboration

• Work closely with the Human Resources team, Chief Operating Officer, Vice President of Human Resources and other executives to support claims administration, risk mitigation, and special projects.
• Collaborate with Chrysalis Enterprises business line teams to gather documentation and operational context related to Vehicle Insurance, Workers’ Compensation and General Liability claims.
• Serve as a liaison between HR, Operations, business line leadership, and external partners to ensure coordinated responses and effective communication..

Key Competencies:

• Exceptional organizational and document management skills.
• Strong attention to detail and ability to manage multiple active matters.
• Clear, professional, written and verbal communication skills.
• Ability to handle confidential and sensitive information with discretion.
• Strong follow-through, time management, and prioritization skills.
• Intermediate to advanced proficiency in Microsoft Excel (including pivot tables, formulas, and data tracking), Microsoft Office Suite, and SharePoint for document management and workflow coordination.

Job Skills & Qualifications:

• 3–5 years of experience in operations, project management, claims administration, HR administration, legal administration, or risk management support.
• Demonstrated intermediate to advanced proficiency in Microsoft Excel, Microsoft Office (Word, Outlook, and PowerPoint), and SharePoint.
• Exposure to Worker’s Compensation, Vehicle, D&O, EPL, or General Liability claims is a plus.
• Experience working with insurance carriers, third-party administrators, or legal counsel preferred.
• Proficiency with project management tools (e.g., Asana or similar).
• Strong attention to detail with a focus on results and processes.
• Flexibility to meet sudden and unpredictable needs and willingness to work outside standard established business hours.
• Passion for and commitment to the Chrysalis mission.

Physical Requirements:

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus. The employee must occasionally lift and/or move up to 25 pounds.

Fair Chance Hiring Statement

Chrysalis is an equal opportunity employer and strongly encourages applications from all qualified individuals who share lived experience with the communities we serve. In particular, Chrysalis welcomes applicants who are formerly incarcerated and/or justice-involved; people who have experienced housing insecurity and/or economic inequity; Black, Indigenous, and people of color; persons with disabilities; ethnic and religious minorities; and members of the LGBTQ+ community.