Operations Administrator Assistant

Job Description

Operations Administrator Assistant Job Description

Summary / Objective

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

Reasonable accommodations may be made to enable individuals with disabilities to perform the 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.

Requirements

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

Requirements

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