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Planned Parenthood Federation of America · 1 month ago

Senior Specialist, Stronger Admin and Operations

Washington, DC

Full-time

Hybrid

Mid, Senior Level

$77K/yr - $82K/yr

3+ years exp

Planned 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 managing administrative operations to enhance the effectiveness of the Stronger Change Office initiatives.

AssociationHealth CareNon Profit

No H1B

Responsibilities

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. This includes, but is not limited to, reserving meeting rooms, physically setting up rooms, setting up video conferencing or presentation equipment, ordering catering and managing delivery, organizing speakers, and coordinating vendors and swag

Processes, tracks, and reconciles invoices and expense reports to ensure accuracy and ﬁscal compliance. Communicates with and maintains positive relationships with partners and vendors. Liaises with SCO Budget Managers and operational leadership to conﬁrm transactions align with budget and ﬁnancial planning

Provides contract support and maintains the SCO contract database, as well as originating and coordinating comprehensive contract lifecycle documents, such as spend against contract, using PPFA’s contract management system

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 (e.g., travel booking, expense processing), providing onboarding and training to staff on tool use and related procedures, and supporting change management for new versions and features

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

Qualification

Executive relationship managementProject coordinationGoogle SuiteCRM (Salesforce)AsanaContract managementInvoice managementCustomer serviceCommunication skillsProblem-solvingAttention to detail

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

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 G Suite

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