Birth Doula Services Program Coordinator

JOB DESCRIPTION

Open Arms is looking for a full-time Program Coordinator for our Birth Doula Services program (BDS Coordinator). We are looking for someone who enjoys supporting the daily operations of a busy program and has a strong desire to interact with families regularly. The BDS Coordinator will report to the BDS Administrator and work closely with the BDS Lead Doulas, a group of 25-30 contract Birth Doulas, and the Family Support Services team.

Majority of the BDS Coordinator’s workload will be focused on interacting with the families we serve, majority of whom are Spanish-speaking and from the Latine community. For this reason, fluency in both Spanish and English are required for this position. The BDS Coordinator must also be highly people oriented, compassionate, and a strong communicator. A consistent and reliable schedule is extremely important for this role, generally Mondays – Fridays, 9am-5pm (some flexibility is available within this timeframe). They must be able to work in the office at least two days a week and can work remotely for the remaining time. They also must have access to reliable transportation for a consistent in-office work schedule and to be able to pick up and drop off program supplies. Strong proficiency with technology and cloud-based systems is required to support our highly mobile team and our hybrid work environment.  

 Family Follow Up and Resource Support

• Conduct post-match, post-birth, and final follow-up phone calls to families in the program (minimum 20-30 phone calls a week). The BDS Coordinator must be able to conduct calls in Spanish and English (other languages are a plus) and can utilize a language services line when necessary. 
• Facilitate connections between the family and Open Arms’ Family Support Services team when needed
• Support family resource distribution in the office, including the delivery and/or pick up process of baby items by families and direct service providers
• Update notes in the program database when communicating with families, within 48 hours or sooner
• Maintain organized and complete family files, including tracking client progress during service delivery
• Maintain confidential family information with an unbiased and compassionate approach

 Program Operations Support

• Work in partnership with other team members to complete funding requirements including running reports, completing funder surveys or narratives, and providing other program-related information
• Complete data entry in a timely and accurate manner
• Close family files once services have completed and length of service delivery has been reached
• Support database updates and improvements projects
• Assist with organizing, developing, and implementing program-related events and activities
• Participate in the hiring and exiting process of Doulas
• Support the team in engaging Doulas in the BDS program meetings, trainings, and org-wide events
• Support the coordination and logistics of BDS team and Doula team trainings and meetings
• Assist with maintaining complete and organized Doula files
• Attend team and organization meetings and trainings
• Develop monthly program newsletter for Doulas
• Additional related tasks as assigned

REQUIRED QUALIFICATIONS

• 2 years of demonstrated success in supporting individuals or families by providing referrals, resources, support planning, managing services and/or advocacy support
• Fluency in Spanish and English (written and verbal). Other languages are a plus. 
• Strong interpersonal and communication skills over the phone, through email, and face-to-face.  
• Comfort with being on the phone for long periods of time
• Strong interpersonal skills and an ability to provide support to families with patience and compassion and without bias. 
• Demonstrated work experience in birthwork, parenting, early-learning-related fields
• Proficiency with technology and Microsoft Office applications, especially Excel, Outlook, and Word. Apricot and/or database experience is a plus.
• Exceptional organizational skills and strong attention to detail. 
• High level of personal and professional integrity and ethics.
• Ability to independently manage work time efficiently and ability to plan, coordinate, and prioritize work tasks and deadlines. Ability to be proactive and follow through on completing tasks.
• Prior success in collaborating with a diverse team and with other teams across the organization. 
• Strong listening skills, ability to accurately summarize and document important information, and good judgment in sharing necessary information with the team. 
• Ability to carry and load program supplies such as small boxes and baby items, less than 50lbs.
• Experience in working with communities of color and a strong racial, disability, gender and economic justice framework 
• Passion for and commitment to the mission of Open Arms including commitment to anti-racism, anti-oppression, and de-colonization work with a focus on racial equity, reproductive justice, and birth justice 
• An appreciation and understanding for community-based programs and Doula work / birthwork 
• Aptitude for solving problems with creativity and resourcefulness 
• Ability to develop positive relationship with famillies, doulas, providers, staff  
• Comfort with change and adapting to new structures and systems
• Ability to maintain confidentiality around sensitive information
• COVID-19 proof of full vaccination, booster after January 2022, or medical or religious exemption request is required for in-person work.
• Background check and reference checks required
• Proof of eligibility to work as an employee in the U.S. and a Washington state resident.
• Valid Washington State Driver’s License and reliable transportation with current automobile insurance. This position requires frequent driving and may include in-person visits to client homes or community spaces

Mental and Physical Requirements 

The physical/mental demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to individuals with disabilities to perform the essential functions.   

Mental Requirements:  This position continuously requires interpersonal skills, teamwork, customer service, use of discretion, performing basic math, independent judgment and/or independent action, and reading, writing, speaking, and understanding English. Frequently requires independent decision-making and problem analysis to make recommendations for improvement and/or be involved in discussions around changes. The position requires creative thinking for resourcefulness and process improvements. Attention to detail also required.  

 Physical Requirements:  This position continuously requires sitting, hearing (using assistive devices if needed), and repetitive motion of the hands/wrists. Open Arms is housed in a wheelchair accessible, scented building, with wheelchair accessible bathrooms. Access to reliable transportation will be required for work-related travel. Daily working conditions include an open-office work environment at our Seattle location on Beacon Hill*, normal office work, and frequent driving and travel to other locations as needed. Some tasks require the ability to lift items heavier than 10lbs. Employment is not dependent on the applicants’ ability to lift items.

ADDITIONAL INFORMATION

Birthwork in addition to this position:  Open Arms deeply appreciates the skill and experience that birthworkers bring to our world. Based on the demands and requirements of this particular position, if the applicant is interested in taking on any births for Open Arms clients, full-time staff are devote the first 90 days to training and focusing on adjusting to their new position. After the 90-day period, with approval from their direct supervisor, the staff member can take a maximum of 1-2 births per year depending on the timing of other work projects and adequate team coverage. Being an active or current doula is not a requirement of the position.

Work schedule and/or Work environment:

• In-person work schedule: at least 2 days per week
• Remote work schedule: online work is possible for hours outside of office days
• Driving – proof of current driver's license and insurance
• General hours during Monday – Friday, 9am – 5pm. Some flexibility within this timeframe.

Note about hybrid work environment:  Most meetings can be conducted virtually, and many staff are working remotely if their job duties allow. In-person required activities include but are not limited to at least one team meeting per month, monthly org-wide meetings, family visits, and pick up/drop off items.

Open Arms will provide you with the technology and equipment you need to be able to complete work and virtual meetings comfortably and safely from home. Feel free to discuss any concerns you have during the interview process. 

Since COVID-19 is still prevalent and our work is centered on high-risk populations (pregnant people and babies), Open Arms takes extra precautions such as staying home if you are feeling unwell, masking for a defined period of time for certain COVID-19 reasons, and testing when needed. In some cases, remote work is a possibility if staff need to refrain from in-person work for health & safety reasons.