Planned Parenthood Federation of America

Administrative Assistant

• Provide administrative support for the Chief Medical Officer, Vice President of Health Center Operations, Senior Director of Medical Services in order to support the Clinical Services Department and Health Centers.
• Assist the clinical services team with special projects as needed including updating and revision of medical guidelines, all-staff training, and other department wide events.
• Provide administrative support to the Chief Medical Officer, Vice President of Health Center Operations, and Senior Director of Medical Services including scheduling, travel and other administrative functions.
• Coordinate all Clinical Services departmental meetings including requesting agenda items, keeping minutes and following up on items as necessary.
• Assist with setup, lunch requirements, audio visual needs for meetings.
• In collaboration with the Chief Medical Officer and Sr. Director of Medical Services, maintain and update clinical forms and distribute to other sites in a timely manner. Assist in the preparation of medical protocols, including typing, final formatting, and distribution.
• Assist VP of Health Center Operations with day-to-day office administration, recording of affiliate training programs, the completion of applicable agency and PPFA reports, the provision of general administrative support and assistance on other special projects as needed.
• Monitor and submit all Health Center license renewals (pharmacy, DHS, Medical Waste, CLIA, etc.) and follow up to ensure all licensing is kept up to date. Submit renewals and appropriate paperwork prior to expiration date. Retain all documentation related to licensing.
• Assist with coordination of regulatory reports, corrective action files, and follow up correspondence.
• Responsible for completion of 340B and 318 enrollments on an annual basis.
• Coordinate the clinician on-call schedules.  Serve as a liaison between the on-call service and clinicians.  Bring to the attention of the VP of Health Center Operations, issues that need immediate resolution. Manage and maintain all communication with the on-call service on an as needed basis.
• Assist clinical services staff with coordination of special engagements and services from vendors, as needed.
• Responsible for special projects such as patient experience efforts which include collection of data and reporting including but not limited to Yelp reviews.
• Coordinates departmental correspondence including check requests for permits and invoices, collection of mail and delivery.
• Responsible for internal Clinician CME tracking and generating certificates.  Track attendance at clinical webinars and ensure absent attendees make up sessions.  Also track attendance at biannual emergency drills and ensure all staff attend at least one or have a make-up session.
• Other duties as assigned by the Chief Medical Officer, Vice President of Health Center Operations, and Senior Director of Medical Services.

Clinical Services Administrative Assistant – Temp

Learning and Development

• Coordinate the activities of the abortion provider training program.
• Communicate directly with training partner organizations about program requirements, training schedules, and pre-rotation expectations.
• Build the trainee schedule and sync it with the abortion clinic schedule based on scheduled PAB shifts.
• Assist with the administrative aspects of the medication abortion training project, including trainee recruitment.
• Serve as a point person at PPIL for future and current trainees.
• Partner with Risk and Quality Management (RQM) to ensure trainee compliance with all onboarding requirements.
• Review the weekly START portal report from PPFA/ARMS.
• Solicit and file/document other required items from trainees (e.g., demographic form, Illinois-mandated Mandatory Reporting Certificate).
• Provide hands-on training in the health center, including procedural and medication abortion education and ultrasound.
• Build on and improve existing systems of communication, digital file organization, and administrative workflows to bolster efficiency.
• Support the overarching project management of Abortion Provider Training Program and collaborate with other departments as needed.
• Execute special administrative projects as assigned by the CMO, AMD, Senior Director of Patient Services, etc.
• Track, monitor and document activities and outcomes of the abortion provider training program, and coordinate with Development department to develop grant reports.

Abortion Provider Training Coordinator

Communications

• Support the organization’s communications efforts in support of the ‘I’m For’ and ‘I Fight For’ campaigns.
• Design and drive strategy around communicating the story of legislative and legal attacks on Planned Parenthood health centers.
• Create and execute communications plans, providing strategic communications advice to Planned Parenthood affiliates and external partners.
• Produce and review communications materials.
• Build a proactive communications strategy for expanding media outreach to protect and strengthen Planned Parenthood’s brand.

Associate Director, Strategic Communications

Manager

• Responsible for initial and on-going assessments of Planned Parenthood California Central Coast Home Health patients assigned to their care
• Collaborate with the patient and the Home Health Manager to develop, implement, and evaluate the plan of care
• Provide visits prenatally to support patients in creating their postpartum plan
• Provide after-pregnancy care to patients
• Perform initial comprehensive and on-going assessments on assigned patients
• Support case management improvement with quality home health care
• Participate in orientation, competency testing, and in-services of all new personnel
• Develop and revise the plan of treatment with the patient and physician
• Document patient service activity in electronic health record and participate in audits

Home Health RN Case Manager

Compliance

• As a part of the Advocacy and Political Law Team within the Office of the General Counsel, the Associate Director designs, implements, administers, and coordinates advocacy and political compliance programs and procedures to ensure PPFA, Action Fund, PPFEDPAC, and PPVotes (“National Office”) activities are in compliance with all applicable state and federal lobbying and campaign finance regulations and reporting requirements.
• They identify key issues in advocacy and political compliance design and execution which lead to the successful attainment of the National Office’s compliance objectives.
• They work independently, supporting the Office of General Counsel attorneys and the other Associate Director on the Advocacy and Political Team, coordinating closely with other departments and relevant experts regarding lobbying and campaign finance compliance issues, and organizing the provision of compliance resources as a compliance resource for National Office staff.
• This position works directly with the other Associate Director and engages stakeholders across all levels of National office to ensure that all relevant lobbying and campaign finance reports are accurate and timely and provide training on design and delivery of compliance services.
• Collaborate with staff to develop plans to enable PPFA, Action Fund, PPFEDPAC, and PPVotes meet related compliance deadlines.
• Advise on optimal organization and delivery of compliance processes, identifying issues which affect success to meet compliance needs;
• Advise on optimal approach to meet compliance needs.
• Help manage outside counsel responsible for performing the National Office’s lobbying, campaign finance, and other nonprofit compliance filings.
• Project manage all federal and state lobbying and campaign finance disclosure filings and registrations at the National Office, in coordination with other divisions.
• Develop procedures and project manage activities to ensure compliance with all regulatory requirements (under the guidance of the Associate Director and Deputy General Counsel and/or other legal staff).
• Assist in information/data retrieval in all regulatory investigations.
• Work with Associate Director Compliance on maintenance of policies and tracking of compliance activities.
• Assist OGC staff with developing training and educational materials for the National Office and affiliate staff related to various legal and compliance topics.
• Provide logistical and administrative support to strategic projects with the Division.
• Other duties as assigned.

Associate Director, Advocacy – Political Law Compliance

Social Media Manager

• This role will collaborate with key members of the External Affairs unit to execute audience-first content and strategies for our social media properties. They will oversee the day-to-day execution of national channels, and manage integration of organizational goals into content development.
• Partner with the Director of Social Media, Health to integrate and execute education and brand-first strategies across national channels to support organizational objectives.
• Work cross-divisionally to ensure all content is easy to understand and reflects strategic initiatives.
• Stay at the forefront of platform updates and trends to ensure national social channels remain timely and relevant to audiences.
• Consult with the research team to track audience behavior and to adopt research into actionable audience development strategies.
• Translate audience trends and insights into actionable audience development strategies.
• Partner with the External Affairs Unit and other internal stakeholders to scale narratives, ideate, and drive clear, compelling, and cohesive storytelling across all social assets and campaigns that are platform and audience-first.
• Provide operational support around project management.
• Collaborate with the Manager of Social Strategy and Analytics and Director of Social Media to translate analytics into ongoing enhancements to social media strategy and tactics.
• Provide tactical support and assistance in coordinating social media work across the Politics, Campaigns, and Health Care Division.
• Share in social management, rapid response, and on-call support responsibilities of the team.
• Proactively escalate issues, observations, opportunities, and insights to the social team.

Associate Director, Social Media, Health and Education

Director

• Provide strategic and operational leadership over Workplace Services and Facilities Operations.
• Ensure that the organization’s offices, infrastructure, and operational systems function effectively, efficiently, and in alignment with PPFA’s mission and workplace culture.
• Oversee the work of Workplace Services and Facilities Operations, ensuring cohesive planning, innovation, compliance, and service excellence across all operational functions.
• Understand the changing needs of our clients and workplace and create processes and systems to meet those needs.
• Work with leadership to make strategic decisions on capital projects, renovations, and upgrades to facilities.
• Develop and maintain standard operating procedures for the Facilities Operations team.
• Establish performance metrics and key performance indicators (KPIs) to monitor the effectiveness of our organization's operations team.

Director, Workplace Services

• Develops overall vision and plan for long-term power-building infrastructure across the Federation, including development of Public Affairs staff, the deep engagement of key constituencies, PPFA/PPAF’s volunteer base, and allies. This includes the transformative evolution of our supporter leadership program to increase accountability and collaboration at many levels of the organization.
• Evolves the Federation’s organizing approach to adapt to the post-Roe landscape, including establishing new advocacy and organizing approaches to integrate hyper-local and long-term campaign work.
• Establish Planned Parenthood as a leading global expert in restoring abortion rights, building coalitions, and supporting campaigns to support both immediate and long-term work.
• Provide transformational, authoritative advice and thought leadership across the progressive movement to ensure intersectional prioritization of sexual and reproductive healthcare, including abortion access.
• Implements organizing strategies and tactics as part of strategic national campaigns in deep collaboration with the National Campaigns Director
• Raise the organization's profile and increase relationships within the donor community, modeling thought leadership and expertise.
• In partnership with senior leadership, the National Director provides strategic thought leadership across the Federation and the broader progressive movement on organizing strategy to restore and protect abortion access and reproductive healthcare. The role also helps elevate Planned Parenthood as a national and global leader in organizing, coalition building, and movement strategy.

National Director – Organizing

Research Scientist

• Assist in organizing and implementing clinical and socio-behavioral research trial opportunities in appropriate health centers across the Affiliate.
• Subject recruitment, informed consent, inventory, data entry, and specimen collection.
• Coordinate multiple requests for PPIL’s participation in various Clinical Research Studies.
• Create and monitor study charts and patient medical charts.
• Educate and update health center staff on specific protocol, recruitment strategies and goals.
• Monitor staff adherence to protocol, including appropriate subject consent, data collection, and transcription of information onto appropriate research documents.
• Provide timely and accurate follow up with each individual study participant to ensure proper data is received.
• Document protocol violations.
• Explain the study and provide informed consent to potential study participants.
• Enroll, consent and schedule subjects.
• Prepare site study documents for monitoring visits.
• Work with investigators to coordinate collection, tracking, and data preparation for analysis.
• Maintain communication with study subjects, appropriate study personnel, and clinic staff regarding subjects' questions and concerns.

Research Assistant

• Coordinate the PPLA Development Team ensuring collaboration between all areas of fundraising
• Activities include but are not limited to: Individual Giving (mid, major and principal giving); direct mail; foundation, corporate, and government grants; planned giving; cultivation and stewardship events.
• Collaborate with Development Leadership to monitor and evaluate effectiveness of programs and strategies and seek continuous improvement.
• Manage a portfolio of individuals and foundations through the donor cycle of cultivation, solicitation, and stewardship.
• Build a robust engaged donor base through development and maintaining key long-term relationships with donors and prospects
• Oversee written fundraising reports to fundraising leaders, board, and other designers as necessary
• Present at PPLA Development Committee quarterly meetings as requested
• Work alongside CPO on management and strategy of shared donors
• Manage direct report(s) to include but not limited to overseeing successful completion of tasks / duties, review of timesheets in a timely manner, setting productivity goals & quality of work output expectations by exercising effective judgment and addressing and/or elevating grievances (staff concerns), as appropriate.

Senior Director, Development

IT Support

• Leads IT Infrastructure and Operations strategy, developing new capabilities and maturing existing processes and ways of working to build a high-performing team and improve maturity level across the IT domain.
• Responsible for overseeing the design, implementation, and management of the organization’s technology infrastructure and operational services. This executive ensures that IT systems and operations support the business’s goals, maintain high availability, and deliver secure, scalable, and efficient technology solutions.
• Partner with CISO and other Senior Leaders to develop and implement secure, scalable solutions that comply with regulatory standards and meet organization policy requirements and industry best practices.
• Accountable for overseeing Infrastructure Key Performance Indicators (KPIs) and Metrics:
• Ensures the IT Infrastructure and Operations team continually assesses PPFA’s infrastructure’s health, efficiency, and proper data maintenance and management.
• Drives consistent performance management of PPFA’s Tech Infrastructure and systems performance to assess operating costs, productivity levels, and compliance.
• Drives meeting and exceeding service level agreements (SLAs), objectives, and performance expectations.
• Mentors and leads a high-performing Infrastructure & Operations organization.
• Ensures DevOps and ITOps / End User Services have seamless partnerships to deliver value and efficiency to the Organization through automation, and identifies areas of opportunity for improvement.
• Empowers the IT Infrastructure and Operations team and key stakeholders to challenge the status quo, continuously improve, and embrace change.
• Build, mature and lead the Tech Infrastructure and Operations capabilities aligned with ITIL and the CIO Operating model, driving continuous improvement in the delivery of technology services to the business.
• Develops and maintains strategic and trusted partnerships with PPFA senior executives and key stakeholders. This includes ensuring close alignment with management of stakeholders across the business and the Information Security Team for planning, business priority alignment, and roadmap development to achieve the organization’s combined goals and end-state strategy.
• Build and manage relationships with technology vendors and service providers by providing actionable feedback and participating in quarterly business reviews.
• Openly encourages others to participate and ensures that diverse views are represented to nurture our DEI-centered culture with the voice of our staff at the forefront.
• Partners with Tech Governance VP on setting tech infrastructure standards for IT on infrastructure tech innovation and continuous improvement. Defines and sustains IT quality standards to meet or exceed controls and agreed upon expectations for all initiatives, programs and to advance the business.
• Accountable for Change Management, Incident, Request, Capacity and Critical Incident Management and Continuous Improvement for all tech infrastructure at PPFA.
• Supports and maintains IT Infrastructure and Operations, financial management and contract management processes in alignment with PPFA standard operating procedures. Includes budgeting, forecasting and multi-year strategic planning. Ensures the team manages budgetary processes with quality and timely results.
• Further develop and deliver the IT components of the US office infrastructure build-outs, WAN/LAN, and Telephony based on business needs and priorities.
• Deliver on technology projects and initiatives in collaboration with business partners and technology colleagues to further enable PPFA’s mission, providing the business partners and staff with a better user experience.
• Directs the implementation of enterprise infrastructure & applications changes and maintenance routines are carried out within the agreed standards and SLAs.
• Other projects as assigned.

Vice President, IT Infrastructure and Operations

Payroll

• Abortion patients are cared for at each of our health centers, and in part through the administrative, support, and other non-clinical services provided at all PPLA locations, and by all PPLA employees. Supporting these critical services is an essential job duty, and a fundamental responsibility of all employees and contractors.
• Perform daily payroll department operations including but not limited to timesheet correction communication to both employees and managers.
• Ensure accurate and timely processing of all payroll transactions.
• Assist with the reconciliation of payroll before transmission and verify confirmed reports.
• Process bi-weekly and off-cycle payroll for the agency.
• Issue manual payroll checks as needed.
• Ensures payroll issues are escalated and resolved promptly.
• Assist with monthly reconciliations, including payroll bank accounts and salary-related general ledger accounts.
• Support the Accounting Department in preparing payroll journal entries and related accruals.
• Assist with preparation of quarterly reports with the payroll vendor, including but not limited to Federal 941s for the IRS, State of California, and other state payroll reports as needed.
• Review and process employee submitted changes.
• Assist with the maintenance of finance reporting as needed. Participate in the audit of Worker’s Compensation reporting, 403(b), and 457(b) payments and recordings as required.
• Process garnishments.
• In collaboration with payroll team, support the education efforts in relation to timekeeping and payroll processing for employees and managers.
• Participate in external audit and reporting processes.
• Generate and distribute reports using payroll reporting and timekeeping systems including but not limited to labor reports as required.

Payroll Specialist

• Maintain workflow to ensure all payroll transactions are processed accurately and timely.
• Process bi-weekly and off-cycle payroll.
• Reconcile payroll prior to transmission and validate confirmed reports.
• Process manual payroll checks as required.
• Review and identify improvement opportunities for payroll policies and procedures and all related documentation.
• Update and maintain all payroll related SOPs.
• Collaborate with Finance on monthly reconciliations, including payroll bank account, accruals and salaries-related general ledger accounts.
• Ensure payroll issues are escalated and resolved appropriately.
• Audit and reconcile quarterly reports i.e. Federal 941’s for Internal Revenue Service, State of CA and other State quarterly payroll reporting.
• Reconcile the quarterly 941 filings to General Ledger.
• Review and process payroll changes submitted by employees.
• Maintain employee benefit deductions and employee garnishments.
• Develop and maintain on going payroll reports.
• Facilitate training around payroll and timesheet procedures for employees and managers.
• Participate in Year-End items including but not limited to W-2s.
• Prepare schedules and documentation for external reporting requirements.
• Partner with Benefits and Compensation Manager to review current and upcoming local, state and federals that impact payroll and reporting requirements.
• Interpret and ensure compliance with the state and federal labor laws and the Agency’s payroll policies.

Payroll Analyst

• The Director of Scheduling and Advance owns the systems and frameworks that ensure the President’s time and engagements advance organizational priorities.
• This role designs and oversees scheduling intake, prioritization, and briefing processes, serving as the principal authority on scheduling decisions.
• This role requires balancing strategic foresight with precision execution, ensuring the President’s schedule maximizes impact, strengthens partnerships, and reflects the mission and values of the federation.
• Originate and manage scheduling frameworks that evaluate, prioritize, and align meeting, travel, and event requests with strategic objectives.
• Lead the day-to-day “intake” process to assess incoming scheduling requests.
• Lead external scheduling requests for the President and related logistics in collaboration with the Deputy Chief of Staff and Special Assistant, Scheduling, prioritizing strategically and aligning with organizational priorities.
• Manage the shared Presidential Affairs team calendar to ensure accuracy, timeliness, and transparency across the organization.
• Convene and lead trip planning calls with internal and external stakeholders to gather information, clarify objectives, and advise on the OOP’s role.
• Lead on all travel and trip logistics associated with the President’s schedule.
• Oversee briefing and event preparation systems to ensure accuracy, timeliness, and strategic alignment.
• Ensure the President departs and arrives to meetings on time and fully prepared with agendas, decks, and talking points, and facilitate follow-up actions after engagements.
• Develop and implement workflow processes that ensure the President’s communications are timely and strategically aligned.
• Create proactive and comprehensive action lists ensuring accurate and timely materials are provided and organized with consistent follow-up and facilitation of next steps.
• Support the President and Special Assistant on trip logistics as needed.
• Act as point of contact and liaison for scheduling priorities, conceptualizing events and meetings that support organizational and divisional goals.
• Partner with responsible teams to confirm materials (briefings, agendas, decks, etc.) are prepared and delivered in line with scheduling decisions.
• Partner across divisions to coordinate operational and strategic scheduling needs.
• Strengthen external relationships by representing the Office of the President with professionalism and credibility.
• Ensure staff traveling with the President are fully prepared with materials, event leads, and security information.
• Lead special projects and emerging scheduling priorities requiring swift, high-quality decision-making and execution.

Director, Scheduling

Risk

• Provide strategic leadership and oversight in governance excellence
• Develop governance standards and best practices
• Collaborate with national board leaders and affiliate CEOs
• Provide oversight of national board and committee work plans
• Support the Vice President of Governance in advisory roles