Administrator, Operations & Finance

Administrator, Finance & Operations

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.

• 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.

• 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.

• 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, Whistle blower Policy) as directed.

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 Quick Books, 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.

• 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 non-disabled 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.