Client Services Operations Manager

Scope: We are seeking a detail-oriented and strategic Client Services Operations Manager to ensure the Client Services team operates with maximum efficiency and effectiveness. This role will oversee operational workflows, project management, finance tracking, and personnel administration to support the department’s mission and deliver exceptional service to clinics. The Client Services Operations Manager will partner closely with leadership to drive process improvements, maintain high performance standards, and foster a collaborative, Christ-centered work environment.

Reports To: Vice President (VP) of Programs

Number of Direct Reports: 0 (may grow over time)

Location: Remote

A Little About Us: PreBorn! is a national grant-maker exclusively for pregnancy clinics across the U.S. (and a few beyond)! We empower clinics through providing training, consultation, and equipment to help rescue babies from abortion and bring mothers and their families to the saving knowledge of Christ. 

We are a Christ-centered and Christ-directed non-profit that seeks to operate with excellence, efficiency, and innovation. We are a diverse family with people from all different backgrounds united through our love for Christ and our love for life. 

Character Qualities:

• Servant-leader
• Organized
• Analytical thinker
• Adaptable
• Confident
• Proactive problem-solver
• Collaborative
• Strategic planner
• Process-oriented

Qualifications and Experience:

• Personal, growing relationship with Jesus Christ
• Agreement with and adherence to PreBorn!’s Statement of Faith and Code of Christian Conduct
• 100% pro-life
• Willingness to intercede before God for the ministry of PreBorn!
• Proven experience in operations, project management, or business administration, preferably in a non-profit or Client Services environment
• Strong organizational and workflow design skills
• Proficiency in Microsoft Office Suite and project management tools (e.g., Asana, etc.)
• Familiarity with grant management systems (GMS) and learning management systems (LMS) a plus
• Experience managing budgets, payroll, and vendor contracts preferred
• Strong written and verbal communication skills
• Demonstrated ability to lead process improvements and implement best practices
• Effective at working cross-functionally and managing multiple priorities
• Financial acumen and ability to track and report key operational metrics

Duties:

Operations:

• Ensure the Client Services team runs efficiently and maintains a collaborative environment
• Design workflows and create/update Standard Operating Procedures (SOPs) for all operational areas
• Supervise turnaround times for grants processing
• Ensure all team software is operational; provide support and escalate issues as necessary
• Collaborate cross-functionally to ensure GMS and LMS capabilities align with Client Services team needs
• Manage internal and external operational escalations
• Ensure adherence to PreBorn!’s policies and procedures
• Implement best practices for efficiency and productivity
• Lead continuous process improvement initiatives
• Prepare and present operational metrics, dashboards, and ad-hoc reports to management

Project Management:

• Maintain and update Client Services project timelines, task lists, and status reports in project management tools
• Anticipate project needs and ensure deadlines are met
• Facilitate effective cross-functional communication across all projects to eliminate silos and align objectives

Finance:

• Develop budget proposals and manage departmental funds
• Monitor expenses and identify cost-saving opportunities
• Oversee payroll processes and approve purchase orders within assigned thresholds
• Reconcile invoices in a timely manner
• Manage vendors and service contracts
• Assist with research, presentations, and decision-making materials
• Track key metrics related to clinic services, grants, and program outcomes

Personnel Management & Administration:

• Support succession planning and long-term sustainability of team functions
• Assist leadership with performance reviews and staff development initiatives
• Act as a liaison between upper management and team members
• Propose and assist with coordination of ongoing professional development for the Client Services team
• Oversee orientation and training for new Client Services hires as assigned
• Provide administrative support to VP of Programs

Other Duties:

• Other duties as assigned by the VP of Programs or executive leadership team

Other Details:

• Travel is required

Benefits:

• Health Insurance
• 401K Matching
• Paid Vacation