Administrative Assistant Mama Magic at Calming Nature Doula Center

Buffalo, New York, United States -

Full Time

Start Date

Immediate

Expiry Date

22 Dec, 25

Salary

0.0

Posted On

23 Sep, 25

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Compassion, Organization, Data Management, Communication, Cultural Sensitivity, Attention to Detail, Tech-Savvy, Care Coordination, Administrative Support, Client Engagement, Team Collaboration, Problem Solving, Empathy, Initiative, Reliability, Accountability

Industry

Description

About the Program 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. Position Summary We are seeking a highly organized, compassionate, and self-motivated Administrative Assistant to support the Program Coordinator in the successful launch and daily operations of Mama Magic. This role includes enrollment assistance, administrative support, data tracking, care coordination support, and contributions to program evaluation. Ideal candidates are tech-savvy, detail-oriented, and passionate about maternal health equity. This is more than an administrative role—it’s an opportunity to directly support the wellbeing of postpartum families and help reduce maternal health disparities in our community. Key Responsibilities Enrollment Support 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 Administrative Support 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 Data Management & Evaluation 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 Care Coordination Support 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 Qualifications 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 Key Soft Skills Compassionate and nonjudgmental when supporting families in vulnerable moments Calm and adaptable in emotionally sensitive or high-stress situations Strong sense of initiative, reliability, and accountability Passion for maternal health equity and community-centered care What We Offer 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

Responsibilities

The Administrative Assistant will support the Program Coordinator in launching and managing the Mama Magic program, focusing on enrollment assistance, administrative tasks, and data management. This role is crucial for ensuring effective care coordination and program evaluation to support postpartum families.