CA Office & Operations Coordinator

Position: CA Office & Operations Coordinator Reports to: Administration Manager Status: Full-time Non-Exempt Start Date: March 15, 2023, or until filled   This position is largely remote, with the occasional need to travel and be at one of our locations in Los Angeles, CA, Washington DC, or Chapel Hill, NC.   THE ORGANIZATION The National Health Law Program (NHeLP) protects and advances the health rights of low-income and underserved individuals. NHeLP engages in national, state, and local advocacy efforts, including analyses of federal and state laws, policy advocacy, litigation, continuing legal education, and individual technical support. We work with lawyers and advocates, community-based entities, federal and state policymakers, health care providers, and clients. NHeLP is committed to health equity—ensuring that everyone has access to the resources they need to be healthy—and to cultivating an internal environment that empowers an exceptional and diverse staff. For more information, see our Equity Stance. NHeLP particularly encourages applications from Black, Indigenous, and other People of Color, women, the LGBTQ+ community, people with disabilities, and others whose backgrounds may contribute to the effective representation of low-income people and underserved communities.   THE TEAM NHeLP's Operations Team provides essential support to those implementing NHeLP's mission, vision, and equity stance. The Operations Team is responsible for managing the organization's day-to-day business operations, including financial and budgeting management, legal compliance, risk management, technology, office administration, and logistics for offices in Los Angeles, CA, Washington, DC, and Chapel Hill, NC. In addition to the duties described below, the Operations Coordinator will be invited and encouraged to participate in other departmental and organizational opportunities and initiatives, such as our Diversity, Equity, and Inclusion affinity groups, committees, and task forces. That work would be considered part of and not in addition to the person's job responsibilities.   THE POSITION NHeLP is looking for a driven and highly motivated CA Office & Operations Coordinator to perform a range of high-level operations and administrative responsibilities supporting the Administration, Sr. Manager, and the Los Angeles, CA team. This position will support critical aspects of NHeLP's human resources, project management, organizational operations, and administration. The ideal candidate will possess the ability to interact with staff at all levels in a fast-paced, sometimes under-pressure environment, to be flexible, proactive, resourceful, and efficient. The position requires strong organizational and time management skills essential for managing numerous projects and deliverables and prioritizing tasks. Further, the position requires initiative, inquiry, and sound decision-making while working with the Administration Manager, the CA team, and other stakeholders.   RESPONSIBILITIES Operations (50%) ● Support the Administration Sr. Manager with the accounts payables system (prepare invoices, review, code, ensure proper allocation of expenses) and communicating with third-party vendors ● Manage various tasks associated with ADP, NHeLP's payroll system, such as ○ Monitor payroll changes ○ Call ADP support to problem-solve issues as needed ○ Make needed updates to the ADP Homepage ○ Send out timesheet reminders and answer questions about timesheets ● Payroll ○ Support the Administration Sr. Manager in verifying payroll reports and ensuring consistency with offer letters, salary increases, and payroll updates ○ Updating and confirming payroll changes are correct (comparing ADP) ● Process invoices and credit cards ○ Complete credit card reconciliations in coordination with Office Coordinators ○ Research transactions and reconcile statements ○ Confirm all backup documentation ● Monitor contracts ○ Confirm that contracts are aligned with NHeLP’s contract template structure (time, cost, the scope of work, etc.) ○ Confirm that contracts are appropriately written using a checklist ○ Send out contracts and offer letters through DocuSign ○ Collaborate with Administration Sr. Manager and Operations Manager in updating office templates and policy documents such as NHeLP's travel reimbursement forms and professional development policy, among others ● State compliance ○ Support the Administration Sr. Manager in conducting needed research and follow-up to ensure compliance with state and federal issues presented by remote work CA Office Support (50%) ● Admin Support ○ Handle scheduling, phone calls, general emails, CA staff meeting arrangements and agenda, electronic filing, and preparing documents ○ Support staff with coordination of travel as needed ○ Handle credit card purchases and reimbursements ○ Assemble materials for meetings, ensuring relevant attendees receive materials in advance ○ Manage purchases for office supplies ○ Respond to other administrative duties as assigned ● Hiring and recruitment ○ Support the California office Hiring Managers during the recruitment, hiring, and on-boarding process of California staff ○ Manage the on-boarding and off-boarding of interns and manage the completion of the intern process checklist