Policy Operations Specialist
About The Position
The Policy Operations Specialist provides high-level administrative, operational, and project management support to the Vice President of Policy & Advocacy and the Policy & Advocacy Department. This position is responsible for coordinating departmental activities, supporting legislative and advocacy initiatives, and ensuring efficient day-to-day operations. The role requires strong organizational, communication, and relationship management skills to effectively interact with internal leadership and external stakeholders, including lawmakers, board members, and community partners. Acting as a central liaison for the department, the Specialist supports the execution of strategic initiatives, assists with communications and event coordination, and ensures operational excellence in support of Methodist Healthcare Ministries’ (MHM) advocacy efforts and policy goals.
Requirements
- Associate’s degree in Business Administration, Public Policy, or a related field required.
- Minimum of four (4) years of senior administrative or executive support experience working with senior leadership in a governmental, advocacy, or policy-focused environment.
- Demonstrated ability to manage multiple projects simultaneously with accuracy and attention to detail.
- Strong organizational, problem-solving, and analytical abilities.
- Proven professionalism and discretion in handling sensitive and confidential information.
- Excellent written and verbal communication skills.
- Ability to anticipate executive and departmental needs proactively.
- Experience coordinating events, meetings, and stakeholder engagements.
- Proficiency in managing budgets and departmental operations.
- Fluent in English required.
- Ability to read, interpret, and synthesize policy documents, reports, and legislative materials.
- Strong ability to compose and edit professional communications and public correspondence.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Suite.
- Experience using collaboration tools such as Teams, SharePoint, and Zoom.
- Strong data management and reporting skills.
Nice To Haves
- Bachelor’s degree in Public Administration, Business, or Public Policy highly preferred.
- Prior experience supporting policy, legislative, or advocacy efforts.
- Experience in nonprofit, healthcare, or community-based organizations.
- Bilingual (English/Spanish) proficiency preferred.
- Spanish bilingual preferred.
- Familiarity with legislative tracking systems, reporting software, or CRM platforms preferred.
Responsibilities
- Provide administrative and communications support for policy initiatives and advocacy efforts.
- Research and compile data to assist in drafting policy briefs, reports, and communications.
- Develop and edit correspondence, newsletters, memos, and presentations that clearly convey MHM’s policy messages.
- Track, coordinate, and monitor policy projects, ensuring timely progress and completion.
- Maintain and update communication and contact databases to support advocacy outreach.
- Assist in developing digital and written materials that align with organizational messaging and policy priorities.
- Plan and coordinate internal and external meetings, forums, and advocacy-related events.
- Manage logistics such as venue selection, catering, transportation, and technical support.
- Oversee invitation management, RSVPs, agendas, and materials preparation.
- Take detailed meeting notes or minutes and ensure timely follow-up on action items.
- Serve as a liaison for stakeholder engagements, facilitating positive relationships between MHM and external partners.
- Support event execution during legislative sessions, community engagements, and conferences.
- Provide executive-level support to the Vice President of Policy & Advocacy, including managing calendars, scheduling meetings, and coordinating travel.
- Prepare materials for briefings, board meetings, and external presentations.
- Anticipate executive needs by proactively preparing correspondence, background information, and documentation.
- Manage departmental operations including office supplies, vendor coordination, and facility requests.
- Serve as a representative on the MHM Health and Safety Committee and other cross-functional teams as assigned.
- Demonstrate flexibility and adaptability in a dynamic, fast-paced environment.
- Assist in preparing and monitoring departmental budgets to ensure alignment with financial goals.
- Process invoices, purchase requests, and reimbursements accurately and in a timely manner.
- Maintain organized records of financial transactions and budget reports.
- Oversee corporate credit card reconciliation, ensuring proper documentation and compliance.
- Support financial tracking and reporting for advocacy events and initiatives.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
