Job Description

Operations Administrator Assistant

The Operations Administrator Assistant is responsible for coordinating and managing day-to-day operations, scheduling, documentation, and administrative needs for SBJN's operations. This includes supporting operations staff, maintaining accurate records, coordinating operations preparation, managing vendor submissions, and ensuring compliance with HIPAA and other regulatory standards. The position also provides support for events and outreach as needed.

Essential Functions

• Uphold SBJN's mission, values, and Birth Justice principles
• Attend events, meetings, and trainings; assign note-takers and maintain meeting records
• Ensure onboarding documentation for operations staff and volunteers is uploaded to Google Classroom
• Maintain and update operations and client data spreadsheets for reporting purposes
• Track and coordinate vendor invoices and payment requests through QuickBooks
• Ensure compliance with HIPAA, state, and federal regulations
• Manage operations supply inventory and ensure outreach and operations materials are stocked and distributed
• Prepare for operations days by coordinating agendas, logistics, staffing schedules, and supply organization
• Maintain relationships with partner operations sites and onboard new partners as needed
• Manage orders, donations, and inventory for diapers, hygiene items, baby supplies, and related materials
• Facilitate internal communication between Operations and Care Coordination teams
• Ensure consistent entry of required data and documents across all platforms and shared drives
• Provide support with staff scheduling, continuing education coordination, and operations flow management

Competencies

• Strong organizational and administrative efficiency
• Excellent verbal and written communication skills
• Multitasking and time management abilities
• Technological fluency (Microsoft Office, Google Suite)
• Experience with health record systems
• Coordination and team communication
• Attention to detail and regulatory compliance
• Commitment to reproductive and birth justice

Work Environment

This position operates in a combination of environments including medical offices, operations mobile units, remote administrative settings, and community-based outreach locations.

Physical Demands

Must be able to stand, organize supplies, and occasionally transport items. Ability to lift up to 5 lbs; no heavy lifting required. Regular movement between operations and office locations may be necessary. Use of hands and fingers; ability to speak and hear; ability to sit and stand for extended periods.

Position Type / Expected Hours of Work

This is a full-time position averaging 40 hours per week. Weekend hours are required during clinic days and community events.

Travel

Up to 25% travel, primarily within the Miami area, for operations days, outreach events, and meetings with partners.

Required Education and Experience

• Minimum 1 year of general work experience
• Proficiency in Microsoft Excel and Word
• Experience with Google Workspace (G Suite)
• Experience with virtual meetings (Zoom)
• Valid driver's license, reliable vehicle, and up-to-date insurance
• Ability to pass background check, drug screen, and MVR
• Strong administrative, data entry, and documentation skills; high attention to detail

Preferred Education and Experience

• Experience in the maternal health or non-profit industry
• Knowledge of or training in Birth Justice principles and care models
• Experience in healthcare administration or coordination
• Minimum 1 year of operational study or work experience
• Familiarity with HIPAA, community health, and maternal health programming

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