The Organization The PopHealth Learning Center (Learning Center) is a California Social Purpose Corporation (SPC) committed to transforming how health care is delivered and experienced across California, with a focus on low-income communities. Established to prioritize social impact over profit, the organization is grounded in a mission to advance health equity and support community-centered approaches to care for those historically underserved.
The Learning Center is focused on strengthening the primary care capabilities and infrastructure required to advance population health outcomes and reduce health disparities. This includes designing and managing large-scale practice transformation initiatives, delivering technical assistance through virtual learning environments and peer-based engagement, and supporting alignment across systems, funders, and care delivery partners. We serve as a strategic partner to organizations and institutions committed to advancing health equity, with all efforts grounded in a shared goal: supporting a more coordinated and person-centered healthcare system that strengthens primary care and advances equitable access across California's safety net.
The Position The Business Operations Specialist will play a key role in supporting the Learning Center's operations team by coordinating contracts, processing invoices, managing vendor communications, managing and maintaining accurate customer relationship management system, and supporting core administrative processes. This dynamic position requires a proactive, detail-oriented individual who can balance multiple priorities and collaborate effectively across teams.
This is an ideal opportunity for someone who is eager to contribute to meaningful, mission-driven work. The Specialist will report to the Senior Director of Finance and work closely with colleagues across programs and operations, as well as with external partners and vendors.
This is a hybrid position, with a mix of remote and in-person work based out of our Oakland office. Responsibilities include: Contract and Vendor Coordination
- Support the full lifecycle of contracts, including submission for review, tracking, signature routing, and documentation
- Maintain internal systems for contract tracking and flag upcoming renewals or action items
- Serve as a point of contact for vendors regarding contract status, onboarding materials, and general inquiries
- Be the liaison to and assist with vendor onboarding and offboarding, ensuring documentation is complete and timely
Fiscal and Compliance Support
- Generate revenue invoices tied to contractual deliverables and timelines, and track for follow-up
- Review and process vendor invoices, apply coding, and route for approval
- Follow established approval workflows to ensure proper authorization for payments and expenditures
- Maintain organized invoice and payment records to support internal tracking, reporting, and audit readiness
- Coordinate with internal teams to ensure financial processes align with operational needs and timelines
- Help ensure compliance with terms outlined in vendor agreements and contracts
- Assist in preparing documentation for financial reporting, grant compliance, and internal reviews
Administrative and Team Support
- Support the setup and maintenance of tools (e.g., project management software, financial tools, process automation tools) that power internal operations.
- Maintain HubSpot for CRM purposes.
- Maintain templates and tools that support consistent contract, invoicing, and vendor workflows
- Assist in drafting routine communications related to payments and contracts
- Support internal coordination across programs, finance, and operations teams
- Help identify opportunities to strengthen systems, improve clarity, and enhance efficiency
- Provide general administrative support and take on special projects as needed to meet evolving organizational priorities
Team and Culture Building
- Foster a collaborative and inclusive environment that supports professional growth and development.
- Promote a culture of continuous improvement by identifying opportunities to enhance systems and team capacity.
- Act as a cultural steward, ensuring the Learning Center's values of equity, inclusion, and collaboration are reflected in the finance team's work and interactions.
Preferred Skills and Qualifications Including: We welcome candidates with a variety of backgrounds and experiences. If you meet all or most of the qualifications below and believe this role aligns with your interests and skills, we encourage you to apply.
- Bachelor's degree preferred, though not required; a combination of relevant education and experience will be considered
- Approximately 2-4 years of experience in operations, finance, contracts, or administrative support roles
- Familiarity with contract or vendor coordination, invoicing, or accounts payable processes
- Proficiency in Microsoft Excel, Microsoft Word, PowerPoint and Outlook
- Experience with customer relationship management software, such as HubSpot
- Experience with financial systems such as QuickBooks and Bill.com is a plus
- Excellent organizational skills and attention to detail
- Strong written and verbal communication skills, with the ability to collaborate effectively across teams and with external partners
- Interest in working in a collaborative, mission-driven environment with a commitment to advancing equity
Applications will be evaluated on a rolling basis. San Francisco/Oakland/East Bay candidates preferred.
Compensation & Benefits The salary range for this position is $110,000 - $140,000. The Learning Center offers a generous benefits package that reflects our commitment to team member health and wellness. Our benefits package includes comprehensive medical, dental, and vision insurance, paid time off, life and disability insurances, a retirement plan, annual wellness days, and other resources designed to support the passion, commitment, and energy that is vital to our team members.
The PopHealth Learning Center is an equal opportunity employer that does not discriminate on the basis of race, color, religion or belief, disability, gender, nationality, ethnicity, sex (including pregnancy, childbirth, or related medical conditions), gender identity or expression, sexual orientation, or any other status protected by law. Black, Indigenous, Latinx and other people of color, and LGBTQ+ people are strongly encouraged to apply. Reasonable accommodation will be made so that qualified disabled applicants may participate in the application process. Please advise in writing of special needs at the time of application.
