Policy Operations Administrator in San Antonio, Texas at Methodist Healthcare Ministries of S. Tx

Position Summary

The Policy Operations Administrator 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.

Salary

The annual salary rate begins at $66,079. Mid range at $84,251. Actual starting rate will be commensurate with experience and education.

Scope and Impact

This position plays a key role in advancing MHM’s policy and advocacy priorities through effective coordination, communication, and administrative management. By ensuring seamless operations, accurate information flow, and stakeholder engagement, the Specialist enhances the department’s ability to influence health policy outcomes aligned with the organization’s mission.

Decision-Making Authority

Operates under limited supervision, exercising independent judgment in managing complex administrative and operational tasks. Makes recommendations on departmental processes, logistics, and policy communication. Escalates strategic matters to the Vice President of Policy & Advocacy as appropriate.

Interactions / Working Relationships

Regularly interacts with federal, state, and local policymakers, as well as internal leadership, external partners, and vendors. Serves as the primary administrative liaison between the Policy & Advocacy Department and other MHM departments, ensuring professionalism, confidentiality, and effective communication at all levels.

Essential Duties and 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.

Supervisory or Leadership Responsibilities

This position does not have formal supervisory responsibilities but may coordinate departmental activities and serve as a lead point of contact for administrative staff and interns supporting Policy & Advocacy functions.

Qualifications

Minimum Qualifications (Required)

• Education: Associate’s degree in Business Administration, Public Policy, or a related field required.
• Licenses/Certifications: None
• Experience: Minimum of four (4) years of senior administrative or executive support experience working with senior leadership in a governmental, advocacy, or policy-focused environment.
  In lieu of an associate’s degree, a high school diploma or GED and seven (7) years of relevant administrative operations, executive support, or event coordination experience will be accepted
• Other Required Skills/Knowledge:
  • 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.

Preferred Qualifications

• 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.

Knowledge, Skills, and Abilities (KSAs)

• Exceptional organizational and time management skills.
• Strong interpersonal skills with the ability to build relationships across diverse groups.
• Excellent research, writing, and presentation preparation capabilities.
• Strong critical thinking and adaptability in managing evolving priorities.
• Skilled in event planning, logistics, and stakeholder coordination.
• Ability to work independently while maintaining a collaborative, team-oriented approach.

Language Skills

• Fluent in English required; Spanish bilingual preferred.
• Ability to read, interpret, and synthesize policy documents, reports, and legislative materials.
• Strong ability to compose and edit professional communications and public correspondence.

Technology and Tools

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Suite.
• Experience using collaboration tools such as Teams, SharePoint, and Zoom.
• Familiarity with legislative tracking systems, reporting software, or CRM platforms preferred.
• Strong data management and reporting skills.

Work Environment and Physical Demands

Work is performed primarily in an office setting with occasional travel to legislative sessions, community meetings, and external stakeholder engagements.

• Regular sitting, standing, and walking required.
• Must be able to lift and maneuver up to 25 pounds.
• Position may involve bending, reaching, or twisting while preparing materials or supporting events.
• Travel up to 25% required, primarily during legislative sessions and advocacy-related events.
• Occasional evening, weekend, or holiday work required based on department needs.
• Must maintain a valid driver’s license, automobile insurance, and reliable transportation.