Administrator, Operations & Finance

Job Description

Job Description

Employment Type: Non-Exempt. Part-Time

Location: Primarily Remote; Beverly Hills/Mid-Wilshire Area as needed

Schedule: Flexible, approx. 16 hours per week

Job Summary

The Administrator, Finance & Operations provides dedicated administrative and operational support to the Director of Finance & Operations at The Miracle Project (TMP). This role handles the day-to-day execution of financial, operational, and administrative tasks that keep the organization's systems running accurately and on time. The ideal candidate has exceptional attention to detail, thrives in process-driven, heads-down work, and is comfortable in a support role without client-facing responsibilities. Reporting exclusively to the Director of Finance & Operations, this position is essential to maintaining organizational accuracy, compliance readiness, and administrative efficiency.

Roles & Responsibilities

F inance & Billing

• Process weekly class charges, ensuring billing is completed accurately and on time.
• Submit monthly Regional Center billing and prepare Self Determination Program (SDP) invoices for review, maintaining organized records of all submissions.
• Enter and maintain data in the organization's payment tracker, keeping records current and accurate.
• Flag all outstanding balances and any billing discrepancies or irregularities.
• Coordinate with the Program Manager to follow up with families regarding pending payments, expired payment methods, or outstanding invoices to their payors.
• Prepare vendor invoices on an as-needed basis for review and signature.
• Maintain organized financial files and records in accordance with the organization's document retention policies.

Operations & Compliance

• Support in maintaining the Master Compliance Calendar, tracking deadlines, renewal dates, and filings, and send timely reminders to the Director.
• Monitor insurance policy expiration dates and alert the Director of Finance & Operations in advance of upcoming deadlines.
• Organize and maintain digital filing systems, including folder cleanup, archiving, and consistent naming conventions.
• Update organizational databases and records as directed.
• Assist with compliance filings, contractor documents, vendor agreements, and certificates of insurance as directed.
• Work with the program team to record and cross-check weekly attendance, and assist with monthly audits.
• Pick up mail from the office location as needed, scan, and distribute to the appropriate staff member.
• Prepare and make bank deposits as directed.
• Provide general administrative support as directed, including document routing and follow-up on outstanding items.

HR Administrative Support

• Assist with maintaining organized HR records and files in compliance with organizational policies and applicable regulations.
• Support tracking of required compliance training completion records (e.g., CPRA, HIPAA, Mandated Reporter) as directed.
• Assist with annual compliance acknowledgment distribution and tracking (e.g., Conflict of Interest, Whistleblower Policy) as directed.

Qualifications:

Required

• Exceptional attention to detail and accuracy; takes pride in precise, thorough work.
• Strong organizational skills with the ability to manage multiple tasks, deadlines, and filing systems simultaneously.
• Proficiency in Google Workspace (Drive, Docs, Sheets).
• Experience with QuickBooks, Mindbody, Zoom, and Neon One, or demonstrated ability to learn new platforms quickly.
• Demonstrated experience with digital file management, database entry, and document organization.
• Ability to work independently and reliably with minimal supervision in a remote environment.
• Discretion and confidentiality when handling sensitive financial, HR, and organizational information.
• Comfort working in a behind-the-scenes, process-driven role without client interaction.

Preferred (but not required)

• Prior experience in a nonprofit administrative support role.
• Knowledge of Regional Center billing or Self Determination Program processes.
• Experience with compliance tracking, insurance documentation, or contract management.

Working Conditions:

• Part-time, 16 hours per week to start, with potential for expanded hours based on organizational need and performance.
• Schedule is determined in coordination with the Director of Finance & Operations.
• This is a primarily remote position. Occasional in-person visits to the Beverly Hills/Mid-Wilshire area office are required for errands such as mail pickup and bank deposits.
• This role requires consistent availability and responsiveness during agreed-upon working hours.

The Miracle Project is a fully inclusive theater, film, and expressive arts program focused on building communication, self-esteem, and life skills for neurodivergent, disabled, and nondisabled individuals. Through shared experiences with peers and volunteers, individuals with diverse backgrounds, communication styles, and abilities find their voice, develop their talents, and rehearse for life.