Administrative Assistant Mama Magic

Calming Nature Doula Center-posted 3 months ago

Full-time • Entry Level

Buffalo, NY

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Mama Magic: Postpartum Care Program is a compassionate, community-rooted initiative launching in November 2025 in partnership with Catholic Health – Sisters of Charity Hospital. This innovative program is designed to address the critical and often unmet needs of birthing people and families during the postpartum period—especially those navigating socioeconomic hardship, limited access to care, and systemic barriers to wellness. Mama Magic centers the experiences of individuals disproportionately impacted by maternal health inequities, including Black and Brown mothers, low-income families, and those with limited access to culturally responsive, in-home postpartum support. Through personalized care coordination, trauma-informed services, and community connection, Mama Magic promotes healing, wellness, and joy during the fourth trimester.

Guide families through the intake and enrollment process with care and cultural sensitivity.
Respond to inquiries from participants and referral partners.
Ensure enrollment documentation is complete, accurate, and properly filed.
Track incoming applications and follow up as needed.
Assist with outreach and engagement efforts to connect with eligible families.
Manage scheduling, calendars, and communication for the Program Coordinator.
Organize and maintain program files in accordance with confidentiality and privacy standards.
Support preparation for team meetings, community events, and trainings.
Assist with general office tasks such as supply orders, copying, and file maintenance.
Maintain accurate spreadsheets and tracking systems for enrollment, service delivery, and program outcomes.
Enter and update participant data in internal databases.
Assist with compiling data for evaluation, grant reporting, and quality improvement.
Support distribution and collection of participant satisfaction surveys and feedback tools.
Track client appointments, follow-ups, and care plans.
Help maintain communication between clients, doulas, clinicians, and support staff.
Log care coordination activities and keep client records up to date.
Provide logistical and administrative support to ensure seamless client experiences.

High school diploma or equivalent required; associate or bachelor’s degree preferred.
1–2 years of experience in administrative support, healthcare, or social services settings.
Strong proficiency in Microsoft Office (especially Excel), Google Workspace, and digital tools.
Experience with client databases, case management systems, or tools like Salesforce or REDCap is a plus.
Excellent attention to detail, organization, and follow-through.
Strong written and verbal communication skills.
Ability to manage sensitive information with discretion and professionalism.
Culturally responsive, trauma-informed, and empathetic in all client and team interactions.
Experience working with diverse populations, especially low-income and BIPOC communities.
Bilingual or multilingual candidates strongly encouraged to apply.

Experience with client databases, case management systems, or tools like Salesforce or REDCap is a plus.
Bilingual or multilingual candidates strongly encouraged to apply.

A collaborative, mission-driven team committed to equity and wellness.
Ongoing training in maternal mental health, trauma-informed care, and cultural humility.
Opportunities for growth and leadership in a new, innovative program.
Flexible scheduling and a commitment to work-life balance.
The chance to help build a program that changes lives during the most critical phase of parenthood.

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