Administrative Manager, Office of the Chief FEI Officer

New York, NY /
Office of the Chief Federation Engagement Impact Officer (COO) – Office of the Chief Federation Engagement Impact Officer /
Full Time - Union
/ Hybrid
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. With more than 600 health centers across the country, Planned Parenthood organizations serve all patients 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 operating health centers across the U.S. Planned Parenthood Action Fund is an independent, nonpartisan, not-for-profit membership organization formed as the advocacy and political arm of Planned Parenthood Federation of America. The Action Fund engages in educational, advocacy, and electoral activity, including grassroots organizing, legislative advocacy, and voter education.

Planned Parenthood Federation of America (PPFA) and Planned Parenthood Action Fund (PPAF) seeks an organized and flexible Administrative Manager. This job reports to the Director of Administration in the Office of the Chief Federation Engagement and Impact Officer. OCFEIO has three core functions: oversee divisional budget and operations, including but not limited to national office planning & budgeting; oversee and manage FEI Administration including GPTW and divisional commitment to DEI; and maintain a strong partnership with ACEC, Board Affairs, and other key stakeholders across the federation. As the main administrative function of FEI as a whole, OCFEIO monitors alignment with PPFA’s strategic priorities and department level goals.

•The position supports the logistical and business operations of the FEI division to ensure compliance with policies
•Maintain up to date information for internal and external audiences
•Ensure that FEI staff have access to relevant tools to execute their work successfully
•The ideal candidate is detail-oriented with great interpersonal skills, flexibility, humor, good judgment, and able to jump in and support or manage projects in an effective manner. 
•This person would be a strong communicator and synthesize and clearly share information both in writing and verbally.

•This position supports three teams. They will work on several cross-divisional projects and will build key relationships across the National Office to be successful. 
•They will be required to take direction from different project owners
•Able to give direction and manage collaborating teammates on occasion. 
•They will also work with some Affiliate staff and outside vendors.

●Supports the Chief Federation Engagement Officer (CFEIO); VP, Federation Leadership & Engagement (FL&E); VP, Impact & Evaluation (I+E) with complex scheduling requests.
●Reconciles transactions for the CFEIO PPFA-issued credit card 
Books travel for CFEIO, creates travel itineraries, and acts as a liaison with technical support of travel agency staff when necessary.
●Creates, evaluates, and tracks invoices and travel expense reports to ensure accuracy and fiscal compliance for the CFEIO. Communicates with business partners as needed to collect proper documentation.
●Drafts materials for meetings which may include briefings, notes, and presentation materials (slide decks, charts, graphics) for the CFEIO.
●Works with CFEIO on developing external presentations and meetings.
●Helps coordinates for meetings and events both in person and virtually for OCFEIO. This includes, but is not limited to, drafting meeting agendas, organizing meeting materials for distribution, reserving meeting rooms, physically setting up rooms, setting up video conferencing or presentation equipment, ordering catering and setting up, taking meeting notes.
●Works with leaders in OCFEIO, FL&E, and I+E to ensure that department foundational resources are maintained: one-pagers, PowerPoint presentations, org charts, and handouts. Will require template creation, notifications and timeline tracking, and suggestions on improvements.
●Works with administrative liaisons within departments to onboard new staff using internally created tools. Adapts and updates onboarding templates with new information. Identifies areas of improvement in the process and implements changes.
●Partners with OCFEIO staff members, FEI administrative liaisons, and key points of contacts across the organization to information share and create efficiencies, and finds opportunities to improve current systems of information sharing.
●Develops and maintains knowledge management systems and tools by collecting, organizing, and storing information; maintains up to date information; works to improve the organization of data and the efficiency of workflow across teams.

Project support for departments:
●Develops, implements and modifies processes as requested by the CFEIO; VP, FLE; and VP, I+E as needed.
●Supports initiatives and work streams owned by members of the CFEIO, FLE, and I+E teams. This work includes:
●Supports the complex tracking and execution of project-specific deliverables by drafting project-specific documents as requested by department leads, such as overall work plans, spreadsheets, charters, and Gantt charts.
●Provides input into project management and strategy.
●Conducts project-specific research to support project needs.

Knowledge, Skills and Abilities (KSAs):
●3-4 years experience directly related to project coordination and administrative support.
●Experience and comfort working with remote teams.
●Demonstrates superior customer service with internal and external customers. Must be able to respond to all inquiries in a timely, tactful, and professional manner.
●Ability to manage multiple tasks and ensure completion of all components, requiring excellent organizational skills and the ability to ask for guidance when needed.
●Strong, clear and concise verbal and written communication skills across all mediums and across all levels of the organization. Right balance of being collaborative, open, and approachable while still being firm in facilitating progress and compromises.
●Able to handle multiple, concurrent projects and ensure completion of all components with or without guidance.
●Independently solves routine problems that come up, identifies areas of improvement and suggests or implements new solutions.
●A team player with the ability to work well under pressure, coordinate multiple and simultaneous responsibilities, good time management, and attention to detail.
●Proven ability to work both independently and collaboratively.
●Adaptability, including teamwork and flexibility, needed to fulfill job responsibilities, adapting to changes in work environment and accepting supervisory feedback.
●Takes initiative, can operate in a fast-paced environment with competing demands. Ability to be resourceful and willing to try and learn.
●Exceptional attention to detail.
●Ability to meet deadlines.
●Advanced knowledge of Google GSuite
●Knowledge of and sensitivity to different racial/ethnic and socioeconomic backgrounds, and people with different gender identities, cultural differences and disabilities.

Travel: 0-15%

$80,000 - $85,000 a year
Total offer package to include generous vacation + sick leave + paid holidays, individual/family provided medical, dental and vision benefits effective day 1, life insurance, short/long term disability, paid family leave and 401k. We also offer voluntary opt-in for Flexible Spending Account (FSA) and Transportation/Commuter accounts.   

We value a truly diverse workforce and a culture of inclusivity and belonging. Our goal is to attract qualified candidates and encourage applications from all individuals without regard to race, color, religion, sex, national origin, age, disability, veteran status, marital status, sexual orientation, gender identity, or any other characteristic protected by applicable law.  We're committed to creating a dynamic work environment that values diversity and inclusion, respect and integrity, customer focus, and innovation.

PPFA participates in the E-Verify program and is an Equal Opportunity Employer.


All roles that are denoted as NYC, DC, or both will be on a hybrid schedule, requiring 2-3 days per week in the office.