Program Assistant, CA (Contract)

Reports to – Program Specialist, Government Partnerships (California)

Organization Overview

Baby2Baby is a non-profit organization that provides children in need with diapers, formula, clothing, and the basic necessities that every child deserves, serving more than one million children across all 50 states. The organization has distributed over half a billion items in the past 15 years to children in homeless shelters, domestic violence programs, foster care, hospitals and school districts as well as children who have lost everything in the wake of disaster. The organization’s success has been propelled forward by its industry-leading model that is redefining what it means to operate a non-profit with a seamless integration of impact, innovation, and influence, which earned them praise from TIME Magazine as one of 2023’s most influential companies and recognition as the #1 non-profit on Fast Company’s World’s Most Innovative Companies List.

Position Overview

Reporting to the Program Specialist, Government Partnerships (California), the Program Assistant, will support the coordination and execution of a large-scale, diaper access initiative across California. This role is responsible for supporting day-to-day program coordination across internal teams, healthcare partners, and distribution partners, while supporting compliance, reporting, and operational execution. The ideal candidate is highly organized, detail-oriented, and comfortable facilitating multiple workstreams in a fast-paced, mission-driven environment, with a strong interest in partner relationships, maternal and infant health, and logistics operations.

The Program Assistant will work Monday-Friday at Baby2Baby’s HQ. The work is performed in an office setting and is currently on site 3 – 5 days per week with potential visits to partner hospitals and healthcare organizations across California.

Duties and Responsibilities

• Assists with the day-to-day implementation of Baby2Baby’s California healthcare distribution program to ensure distribution goals, timelines, and contractual requirements are met.
• Supports program workflows, calendars, deliverables, tracking progress and flagging risks or delays to senior program staff.
• Supports the tracking of distribution data, partner compliance, and performance metrics.
• Supports coordination and communication with hospitals and healthcare partners, while providing excellent customer service.
• Assists with partner onboarding processes, including documentation, orientations, training logistics, and ongoing engagement.
• Maintains accurate partner records, databases, and program documentation.
• Responds to partner inquiries, troubleshoots routine issues, and escalates complex concerns as appropriate.
• Assists with warehouse, operations, procurement, and third-party logistics providers to support inventory tracking, logistics planning, and order fulfillment.
• Supports warehousing and logistics processes to provide efficient and timely distributions of supplies across California.
• Assists with preparation for distributions, events, and program activities, including occasional manual labor.
• Performs additional duties as assigned.

Required Qualifications

• Bachelor’s degree required.
• 2-3 years of experience in assisting administrative teams including; program support, administration, operations, or a related role.
• Strong organizational skills with the ability to manage multiple tasks and follow through on deadlines.
• Ability to work collaboratively with cross-functional teams in a remote environment.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office and Google Workspace; comfortable learning new systems.
• Willingness to travel within California State as needed.

Preferred Qualifications

• Experience working in a non profit environment.
• Experience working with hospitals, particularly within California.
• Familiarity with maternal and infant health programs or systems.
• Conversational Spanish language skills.
• Experience with inventory management or data systems (e.g., DEAR or comparable software).

Salary

This role’s salary range is between $20 - $23/hr. Actual salary is determined based on a number of factors, including but not limited to your relevant skills, qualifications, and years of experience.

Other

Baby2Baby is an Equal Opportunity Employer and is committed to fostering diversity within its staff. We have made diverse thinking a priority in order to keep our organization in touch with the needs of families in our program and to help hold us accountable to those we serve. Our organization strives for diversity, from the children we serve to our board and staff, not only in race, age, ethnicity, sexual orientation, disability, and religion but also in cultural background and life experiences.