Careers

Description:

JOB DESCRIPTION

Open Arms is looking for a full-time Community Education Administrator (CE Administrator) who thrives in working behind the scenes to manage daily operations, trainings and events, and tracking program details. We are looking for someone who is proactive and loves planning, has a deep passion for administrative work, and loves coordinating details. The ideal candidate should have a knack for developing and managing systems, a strong background in process development, program evaluation and data collection/evaluation, and should be proficient with technology and online tools.

The CE Administrator will report to the Lead Administrator and work closely with the Community Education Lead, the Director of Programs, and with staff across the organization. The CE Administrator will join a developing team, the Community Education and Engagement Program. This team organizes professional development for internal and external BIPOC birthworkers, provides presentations and education to external groups, and engages in advocacy for maternal health and family services. The ideal candidate will have a deep understanding of and experience with certifications and trainings related to birth and lactation work, the Outreach Doula model, and infant mental health. Since this position is an essential part of a newly forming team, this candidate should be extremely comfortable with change and should have a strong desire to build new systems and processes, including developing a program manual of processes and procedures.

The CE Administrator will work in person and online to manage trainings, required certifications, and ongoing learning for Open Arms Direct Service Providers (Birth Doulas, Outreach Doulas, Family Connectors, and Lactation Support Peer Counselors). Occasional evenings and weekends and flexibility during the workweek will be needed to align with training schedules. This position requires weekly in-office work (approximately minimum 3 days a week) and a consistent weekday schedule during Monday – Friday, 9am-5pm. Providing stability, reliability, and consistency for the team is crucial to this role.

• Manage all logistics for in person and online trainings from planning and preparation, to supporting trainings as they are happening, to follow up after the event. Logistics for trainings including securing venue(s) and space set up (or set up for virtual tools), registration, contract development, invoicing, initiating agreements for speakers, managing expenses, coordinating facilitators and translators, purchasing and preparing materials, arranging interpreters or translators, providing day-of support, and conducting surveys and event debriefs.  
• Efficiently utilize and introduce cloud-based tools for tracking deadlines and renewals, for Open Arms classes/workshops/trainings and trainers (in person and online), and to create and manage a repository of resources.
• Coordinate logistics with external organizations that are hosting relevant trainings or events, coordinate communication to staff of relevant trainings offered in the community.
• Maintain an up-to-date internal calendar of all group and Community Education activities to support communication across programs. Coordinate with the Communications team and programs team to promote trainings for the broader community.
• Maintain a training and required-certifications calendar that tracks renewal deadlines (including renewals for individuals), key external training opportunities, and Open Arms-hosted trainings.   
• In collaboration with the Community Education Lead and Program Leads, create and maintain a library of presentations, resources, and frequently requested educational topics.  
• Work with the HR team and Program Administrators on tracking requirements for Open Arms direct service providers and help guide the process for renewing training requirements for staff. 
• Data entry in HR system and programs database. Make recommendations for improvements on tracking details. 
• Arrange interpreters and translators for trainings and resources.  
• Develop, maintain, and continuously improve a process and system for conducting Open Arms trainings. Work closely with the Community Education Lead who is responsible for content development. Make improvements or collaborate with colleagues to make necessary changes. 
• Stay up to date on trends and professional development opportunities for direct service providers.   
• Assist with editing, collating, preparing, and streamlining presentation materials. 
• Support Community Education Lead and other Open Arms staff in providing community presentations. 
• Work with the Community Education Lead to ensure that curriculums, trainings, and facilitators: align with Open Arms mission, vision, and values; are community-based and culturally-responsive; center anti-racism, decolonization and deconstructing Anti-Blackness    
• Manage program details for Childbirth Education contractors and other related contractors.
• Support the programs in coordinating Reflective Consultation across the organization. 
• Support and manage process to support State Doula Certification and renewals. 
• Develop and maintain certificates of completions and participation of Open Arms Community Education Trainings. 
• Support the Practicum Program including interviewing, onboarding, weekly support and task assignment.
• Support logistics for the Open Arms Community Advisory Committee. 
• Participate in team meetings, required grant meetings, and community meetings and events as needed. 
• Prepare data insights to facilitators and program leads to improve delivery of trainings and content.  
• Make recommendations for program development.
• Develop and maintain a detailed guide of maintaining the Community Education Program at Open Arms. 
• Perform other related duties as assigned.
• Internal and external trainings include and are not limited to: 
  • Lactation support  
  • HealthConnect One requirements  
  • Birth doula and Outreach Doula trainings  
  • Promoting First Relationships (PFR)
  • Train-The-Trainer workshops  
  • Doula interventions  
  • Grief & loss support for clients  
  • Ages and Stages Questionnaire (ASQ) - Developmental Assessment  
  • General Anxiety Disorder (GAD) - 7 Assessment   
  • CPR   
  • HIPAA guidelines  
  • Mandated Reporting  
  • Racial equity and trauma-informed practice  
  • Best practices and soft skills 
  • International Board Certified Lactation Consultant (IBCLC) certification and advisory  
  • Childbirth education  
  • Doula certification   
  • Reflective Consultation 
  • Domestic violence support (WSCADV and Futures Without Violence)  
  • Infant mental health

REQUIRED QUALIFICATIONS

• Demonstrated success in an administrator or operations related role for at least 2 years  
• Exceptional project management and organizational skills. Highly organized with strong attention to detail, follow up, and task management.
• Demonstrated success and a strong desire for building and implementing new systems and processes
• Strong proficiency with technology, understanding of online tools, and willingness to strengthen knowledge and learn new tools. Comfortable working with Microsoft Office applications, Zoom, and databases.    
• Ability to use technology and online tools to help create presentations, track event information