Policy Operations Specialist (Finance)
Position Summary:
The Executive Policy Operations Specialist provides high-level administrative and operational support to the Vice President of Policy & Advocacy and the department. This role is responsible for ensuring the seamless coordination of departmental activities, including managing day-to-day office operations, organizing internal and external engagements, and supporting the Vice President in strategic initiatives. The position requires strong organizational skills, excellent communication abilities, and a proactive approach to managing priorities.
This role will act as the liaison of the Policy & Advocacy department, interacting with lawmakers at the federal, state, and local levels, board members, medical providers, and other external stakeholders. The individual in this role must possess exceptional communication, project management, and relationship-building skills to foster strong connections and effectively represent MHM's policy initiatives. The ideal candidate thrives in a fast-paced environment, balancing multiple priorities while proactively addressing department needs.
Position Summary:
Annual Salary rate begins at $66,079.00. Mid range at $82,599.00. Actual starting rate will be commensurate with experience and education.
Essential Duties & Responsibilities:
Policy Support & Communication:
- Prepares materials, newsletters, and digital content for departmental communications.
- Conducts research and compiles data to support policy briefs and advocacy initiatives.
- Drafts correspondence, reports, memos, and presentations as needed.
- Monitors and tracks project progress, ensuring timely execution and clear communication across the team.
- Tracks, coordinates, and communicates project statuses to ensure successful implementation.
- Plans and coordinates internal and external forums, meetings, and events.
- Manages logistics, including venue selection, catering, and transportation, and oversees invitation management, RSVPs, and agenda development.
- Takes detailed meeting minutes and ensures follow-up on key action items.
- Serves as a facilitator and point of contact for stakeholder engagements.
- Manages office operations, including supplies, equipment, vendor coordination, and facility needs.
- Oversees departmental budget tracking, expense processing, invoicing, and reimbursements.
- Provides executive support to the Vice President, including calendar management, travel arrangements, and preparation of presentations and reports.
- Anticipates the Vice President's needs and proactively manages correspondence and documentation.
- Serves as a representative on the MHM Health and Safety Committee.
- Maintains an adaptable and agile approach to changing priorities and organizational needs.
- Assists in managing the department's budget, tracking expenditures, and ensuring alignment with financial goals.
- Processes invoices, prepares financial reports, and ensures accurate reconciliation of expenses.
- Oversees corporate credit card reconciliation, ensuring timely and accurate documentation of transactions.
Education & Experience:
- Associate's degree in business administration, public policy or related field required with four (4) years of experience in a senior administrative role working with senior level management required. OR, in lieu of associate's degree, a high school or general education diploma (GED) will be accepted with seven (7) years of experience in administrative operations, executive support, or event coordination within a governmental, advocacy, or policy-focused environment.
- Bachelor's degree in public administration, business administration, public policy or related field is highly preferred.
- Strong proficiency in Microsoft Office, Excel, Google Suite, and reporting tools to produce high-quality presentations and analysis.
- Demonstrated ability to prioritize tasks, manage multiple projects, and operate with discretion and professionalism.
- Exceptional organizational and planning skills.
- Excellent verbal and written communication abilities, with the capacity to engage with a diverse range of stakeholders.
- Strong analytical and problem-solving skills with attention to detail.
- Proficiency in event planning, logistics, and project coordination.
- Ability to work independently while effectively collaborating within a team environment.
- Demonstrated ability to prioritize tasks, manage multiple projects, and operate with discretion and professionalism.
- Travel up to 25% based on legislative sessions and advocacy activities.
- Availability for occasional evening, weekend, or holiday work based on policy-related events.
- Valid driver's license and auto insurance.
