Planned Parenthood Federation of America · 3 weeks ago
Senior Specialist, Stronger Admin and Operations
New York, NY
Full-time
Hybrid
Mid, Senior Level
$77K/yr - $82K/yr
3+ years expPlanned Parenthood Federation of America is the nation’s leading provider and advocate of high-quality, affordable sexual and reproductive health care. The Senior Specialist, Stronger Admin and Operations plays a critical role in supporting senior leadership and the Stronger Change Office by managing administrative operations, facilitating project-based work, and ensuring effective communication with stakeholders.
AssociationHealth CareNon Profit
Responsibilities
Provides executive administrative and project-based support to Senior Director, Stronger Business and Operations
Build positive relationships with affiliate executives and executive support staff, vendors, and other internal partners
Manage administrative operations and related systems of the department to ensure compliance with policies, maintain smooth operations, and positive experiences for colleagues, affiliate members, clients, vendors, and partners
Manage the scheduling and calendars, travel and logistics for senior leadership
Drive project-based work for Stronger operations, including, work planning solutions, meeting and virtual meeting management, complex contracting, vendor and invoice management, data entry, Stronger events, and support special projects as directed
Oversees and ensures proper prioritization of all internal and external scheduling requests and calendar management
Manages meetings and events, both in person and virtually
Processes, tracks, and reconciles invoices and expense reports to ensure accuracy and fiscal compliance
Provides contract support and maintains the SCO contract database, as well as originating and coordinating comprehensive contract lifecycle documents
Manages the incentive fulfillment process using BHN Rewards, which includes tracking, managing, and reporting on all requests for the delivery of incentives
Serves as point person for work management tools (e.g., Google Suite, Asana, Slack, Emburse, Zoom, Salesforce) and administrative processes
Supports the development, review, revision, and dissemination of organizational policies and procedures in collaboration with team members
Procures software and hardware for department staff; manage department mailings; and act as liaison with technical support, Facilities, and travel agency staff when necessary
Perform other related duties and projects as assigned by the Senior Director, Stronger Operations & Business
Perform other duties as assigned
Engage with internal and external stakeholders within the National Office, across the Federation and healthcare ecosystem
Collaborate across the SCO Operations team to develop an understanding of operational processes, Stronger’s transformation products and services, and advise on optimal organization/delivery of services
Communicate to initiative leads and initiative teams on contract and invoice updates and advise on operational processes and contracting risks and best practices
Make the team aware of operational issues in project execution or program delivery
Communicate frequently with project stakeholders; write and present regular project status reports
Train new team members on departmental processes, tools, and projects
Qualification
Required
Associate's degree required
3-4 years of related work experience, progressively responsible work experience, including advance and/or administrative experience, ideally within a non-profit context
Ability to recognize and respond to problems with potential solutions in a highly professional, confidential and sensitive manner
Superior executive (C-Suite) relationship management
Experience and comfort working with remote teams
Proven ability to work both independently and collaboratively
Must be able to independently handle problems that are somewhat complex and non-routine in nature
Knowledge of office management principles and procedures
Possess advanced verbal and written communication skills and have the ability to work with a wide range of constituencies in a diverse organization
Strong track record of working effectively with colleagues at all levels and getting things done
Motivated self-starter with a high level of work ethic, responsibility, creative Initiative, and sense of resourcefulness
Ability to work urgently, undaunted, and with focus in the face of difficult interactions or high stress and/or crisis situations
Comfortable working with principals both inside and outside of the organization
Must have a keen eye for detail, excellent project coordination and time management skills, and ability to balance competing priorities and work with a sense of urgency
Highly discreet in handling confidential information and materials
Ability to work collaboratively and flexibly with a dynamic, fast-moving team, completing multiple tasks with poise, accuracy, and confidence
Ability to be resourceful and willing to try and learn
Ability to problem solve, manage issues, and investigative skills
Ability to learn new work management technology and software quickly
Ability to listen and anticipate needs of CCO and SCO team and align work management products and services accordingly
Exceptional attention to detail
Ability to meet deadlines
Advanced knowledge of Google GSuite
Knowledge of and sensitivity to different racial/ethnic and socioeconomic backgrounds, and people with different gender identities, cultural differences and abilities across a diverse team, affiliates, and Federation
Ability to adapt to quickly changing priorities and ambiguous situations
Demonstrated commitment to reproductive health and rights and equity
Commitment to PPFA's mission and diversity, equity, and inclusion, particularly surrounding race equity
A deep commitment to Planned Parenthood's mission of promoting Sexual and Reproductive Health
Preferred
Bachelor's degree preferred
Proximity to our Washington DC office is preferred; open to remote candidates
Knowledge of Asana, understanding of forms, rules, filters, and portfolios a plus
Knowledge of CRM (Salesforce), Salesforce Administration certification a plus
Knowledge of Google Meet and Zoom
Company
Planned Parenthood Federation of America
Planned Parenthood is a trusted health care provider, an informed educator, a passionate advocate, and a global partner.
501-1000 employees
H1B Sponsorship
Planned Parenthood Federation of America has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2024 (1)
Funding
Current Stage
Late StageTotal Funding
$1.03MKey Investors
Bishop Parker FoundationMontgomery County GovernmentThe Conrad Prebys Foundation
2025-01-09Grant· $0.03M
2024-05-06Grant· $0.07M
2023-06-26Grant· $0.5M
Leadership Team
Alexis McGill Johnson
President & CEO
Recent News
Springfield Business Journal
2026-01-07
Maryland Daily Record
2026-01-04
Company data provided by crunchbase