Senior Specialist, Stronger Admin and Operations

The Stronger Change Office (SCO) at Planned Parenthood Federation of America (PPFA) is seeking a Senior Specialist, Stronger Admin and Operations. This role provides executive administrative and project-based support to the Senior Director, Stronger Operations and Business and senior leadership. Key responsibilities include managing administrative operations, scheduling, travel logistics, and driving project-based work such as contracting and vendor management. The specialist will ensure compliance, maintain smooth operations, and support initiatives aimed at strengthening affiliates and improving health outcomes.

Must Have

• Provide executive administrative and project-based support to senior leadership.
• Manage administrative operations and related systems.
• Manage scheduling, calendars, travel, and logistics for senior leadership.
• Drive project-based work including work planning, meeting management, contracting, vendor/invoice management.
• Oversee and prioritize scheduling requests.
• Manage in-person and virtual meetings and events.
• Process, track, and reconcile invoices and expense reports.
• Provide contract support and maintain the SCO contract database.
• Manage the incentive fulfillment process.
• Serve as point person for work management tools (Google Suite, Asana, Slack, Emburse, Zoom, Salesforce).
• Support development and dissemination of organizational policies and procedures.
• Procure software and hardware for staff.
• Associate’s degree.
• 3-4 years of related work experience, ideally in non-profit.
• Superior executive (C-Suite) relationship management.
• Advanced verbal and written communication skills.
• Keen eye for detail, excellent project coordination and time management skills.
• Highly discreet in handling confidential information.
• Advanced knowledge of Google GSuite.

Good to Have

• Bachelor’s degree.
• Experience and comfort working with remote teams.
• Knowledge of Asana (forms, rules, filters, portfolios).
• Knowledge of CRM (Salesforce), Salesforce Administration certification.
• Knowledge of Google Meet and Zoom.
• Ability to adapt to quickly changing priorities and ambiguous situations.
• Commitment to reproductive health and rights and equity.
• Commitment to PPFA’s mission and diversity, equity, and inclusion.

Planned Parenthood is the nation’s leading provider and advocate of high-quality, affordable sexual and reproductive health care for all people, as well as the nation’s largest provider of sex education. Planned Parenthood organizations serve all people with care and compassion, with respect, and without judgment, striving to create equitable access to health care. Through health centers, programs in schools and communities, and online resources, Planned Parenthood is a trusted source of reliable education and information that allows people to make informed health decisions. We do all this because we care passionately about helping people lead healthier lives.

Planned Parenthood Federation of America (PPFA) is a 501(c)(3) charitable organization that supports the independently incorporated Planned Parenthood affiliates, which operate non-profit health centers across the U.S. PPFA also works to educate the public on and advocate for issues of sexual and reproductive health. Formed as the advocacy and political arm of Planned Parenthood Federation of America, Planned Parenthood Action Fund is a separate non-profit membership organization tax-exempt under section 501(c)(4). The Action Fund engages in educational, advocacy, and limited electoral activity, including grassroots organizing, legislative advocacy, and voter education in furtherance of the Planned Parenthood mission.

The Stronger Change Office (SCO) is an affiliate-driven health care transformation office designed by, for, and with affiliate leadership across the country. We are focused on strengthening affiliates and facilitating the innovation needed to build the Planned Parenthood of the future.

The Stronger Change Office seeks a detail-oriented, proactive, and organized Senior Specialist, Stronger Admin and Operations. This job reports to the Senior Director, Stronger Operations and Business and senior leadership in the Stronger Change Office at PPFA and plays a critically important role, supporting the Chief Change Officer, Stronger Change Leadership Committee and the portfolio of Stronger initiatives that support affiliates to see more patients, improve health outcomes and strengthen affiliate business models and their resilience to provide care. This a dynamic role that will evolve based on the needs and priorities collectively identified by Stronger affiliates.

Purpose:

• The Stronger Admin and Operations, Senior Specialist provides executive administrative and project-based support to Senior Director, Stronger Business and Operations. This role will build positive relationships with affiliate executives and executive support staff, vendors, and other internal partners. The role requires an agile individual that can identify and manage multiple tasks and projects, with an attention to detail, and has the ability to think ahead, initiate processes, and maximize the efficiency and effectiveness of our work.
• 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.

Delivery:

• 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.

Engagement:

• The Senior Specialist, Stronger Admin and Operations will have a strong customer service philosophy and an organized approach to their work. Their work will support the Stronger Change Office and initiatives, as well as special projects that are created by SCO.
• Engage with internal and external stakeholders within the National Office, across the Federation and healthcare ecosystem. This position will interface with the Affiliate CEOs and their administrative support staff.
• 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, identifying issues which affect capacity to meet affiliate member/client needs.
• Communicate to initiative leads and initiative teams on contract and invoice updates and advise on operational processes and contracting risks and best practices to support efficient and effective transformation services to affiliate members/clients.
• 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.

Knowledge, Skills and Abilities (KSAs):

• Education requirement: Associate’s degree required; Bachelor’s degree preferred.
• 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.
• thingsdone.
• Motivated self-starter with a high level of work ethic, responsibility, creative Initiative, and sense of resourcefulness.
• Abilitytoworkurgently,undaunted,andwithfocusinthefaceofdifficult interactionsorhighstressand/orcrisissituations.
• Comfortableworkingwithprincipalsbothinsideandoutsideoftheorganization.
• 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.
• Highlydiscreetinhandlingconfidentialinformationandmaterials.
• Ability to work collaboratively and flexibly with a dynamic, fast-moving team, completingmultipletaskswithpoise,accuracy,andconfidence.
• Abilitytoberesourcefulandwillingtotryandlearn.
• Abilitytoproblemsolve,manageissues,andinvestigative skills
• Abilitytolearnnewworkmanagementtechnologyandsoftwarequickly
• Ability to listen and anticipate needs of CCO and SCO team and align work management products and services accordingly
• Exceptionalattentiontodetail.
• Abilitytomeetdeadlines.
• AdvancedknowledgeofGoogleGSuite
• KnowledgeofAsana,understandingofforms,rules,filters,andportfoliosaplus
• Knowledge ofCRM(Salesforce), SalesforceAdministrationcertificationa plus
• Knowledge of Google Meet and Zoom 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
• Abilitytoadapttoquicklychangingprioritiesandambiguoussituations.
• Demonstratedcommitmenttoreproductivehealthandrightsandequity.
• CommitmenttoPPFA’smissionanddiversity,equity,andinclusion,particularly surrounding race equity.
• A deep commitment to Planned Parenthood’s mission of promoting Sexual and Reproductive Health.

Travel: 10-20%

Planned Parenthood Federation of America participates in the E-Verify program. Planned Parenthood Federation of America is an equal employment opportunity employer and is committed to maintaining a non-discriminatory work environment, and does not discriminate against any employee or applicant for employment on the basis of race, color, religion, sex, national origin, age, disability, veteran status, marital status, sexual orientation, gender identity, or any other characteristic protected by applicable law. Planned Parenthood is committed to creating a dynamic work environment that values diversity and inclusion, respect and integrity, customer focus, and innovation.