Program Assistant

Department: Community Health and EngagementReports To: Chief Program OfficerStatus: Full-Time, Non-ExemptManages Others: noSalary range: $22.50 - $25.00Organizational setting:Founded in 1974, Common Ground Health is one of the nation’s oldest and most effective regional health planning organizations. Located in Rochester’s Neighborhood of the Arts, the nonprofit serves the nine-county Finger Lakes region. We bring together leaders from health care, education, business, government and other sectors to find common ground on health challenges. Using the region's most comprehensive health data, together we hammer out strategies for better care, smarter spending and healthier people. Through all of these activities, Common Ground Health seeks to promote population health improvement and reduce health care disparities in the Finger Lakes region.Healthi Kids is an initiative of Common Ground Health. With our 90+ member coalition, Healthi Kids advocates for whole child health in early care and education, schools and communities.General Purpose:The program assistant is responsible for providing operational and administrative assistance to the Chief Program Officer and initiatives within the Community Health & Engagement Department including Community Health & Well-Being, Mental Health & Wellness and Healthi Kids. This position communicates with and coordinates logistics for team meetings, coalitions, task forces, and committees. The program assistant works closely with the CPO and finance department to ensure timely processing of department expenses and executes activities as assigned by the CPO to support the overall success of the department. The program assistant is a member of the Common Ground Health administrative team and works in partnership with other agency administrative employees to ensure efficient operations and cooperation within and across departments. The program assistant will demonstrate a commitment to the mission, vision, and values of Common Ground Health.It is Common Ground Health’s intention that employees receive training/professional development necessary to achieve the development of skills, knowledge, abilities and attitudes related to their job duties and individual development, and to the overall agency and its work plan deliverables. The project coordinator demonstrates a commitment to the mission, vision and values of Common Ground Health.Responsibilities/Accountabilities:Calendar and Meeting Management:Manages schedule and calendar of Chief Program Officer, including booking internal and external appointments and meetings, and coordinating meetingSchedules internal and external meetings for team members asBuilds relationships with and communicates frequently with internal and external stakeholders to maintain up to datePrepares print and electronic materials as requested for appointments andMaintains internal team meeting agendas and records notes fromCoordinates logistics for online meetings and webinars via Zoom, Microsoft Teams and/or otherSupports commissions, coalitions, task forces, and committees:Maintains group schedules, including booking meetings, and handling meeting logistics as requested by team.Builds relationships with stakeholders to facilitate effectiveRecords and transcribes minutes of the meetings and follow up items asPlans logistics of meetings and events including scheduling space, food and beverage purchases, securing equipment and supplies, preparation and submission of required meeting materials, coordination with event venue, volunteer management, set up, and breakPrepares print and electronic materials for appointments andProgram support:Develops and maintains working knowledge of agency initiatives and programs within the assigned department.Drafts original materials as needed including memoranda andAssists with the creation/modification of presentations, spreadsheets, stakeholder surveys and other special projects asManages incentives for various programs; tracks and manages inventory andCreates and maintains spreadsheets to track spending for programmaticProcesses and maintains tracking systems for purchase orders and accounts payable for program related initiatives.Supports the CPO and department directors with the execution of MOUs and contracts.Manages information updates in contact managementSchedules transportation and lodging for out-of-town meetings andContinuously looks for opportunities to improve systems and/or processes to improve efficiency and productivity.Creates and maintains electronic and paper filingCopies, files, and edits business communication and correspondence; maintains confidentiality of secure and sensitiveProvides general agency and program support asExtremely organized and proactive with the ability to efficiently plan, organize and coordinate a variety of activities in a fast-pacedDemonstrated competence working with diverse communities andEffectively communicates in a clear, timely, consistent, and professionalExcellent verbal and written communicationExcellent interpersonal skills and the ability to demonstrate initiative andMust be a self-starter who proactively anticipates the program’s administrativeAbility to build positive relationships with people from a broad spectrum ofCreativity, positivity and ability to think out of the box when approaching new challenges.Effective problem-solving and attention toWilling to work both independently and in a team-oriented collaborativeProficient with technology and adopting newDemonstrates flexibility and adaptability during times ofMinimum Qualifications:Previous experience in a similar role, preferably in health, human services, or a non-profitExperience supporting committees, taskforces, coalitions and/orRelated lived experience and/or experience working with diverse groups of people on all organizationalHigh School Diploma or equivalent required; associate or bachelor’s Degree preferred; an equivalent amount of work experience with demonstrated success will beMust be able to work flexible hours as needed for meetings and events, such as early mornings orExperience using web-based video conferencing systems such as Zoom and Microsoft TeamsProficiency in Microsoft office products (Word, Outlook, Excel, PowerPoint, Teams). Experience in developing graphic presentationsPhysical Requirements:Must be able to workAbility and willingness to travel locally, asSits for long periods. Works long hours on a computer. Uses a keyboard. Reads printed materials or from a computerOccasionally required to climb or balance; and stoop, kneel, crouch or crawl. Must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25In support of the Americans with Disabilities Act, this job description lists only those requirements and qualifications deemed essential to theCULTURE STATEMENTOur WorkWe build relationships among health care and human service providers, insurers, community-based organizations, community members, families and other partners to find common ground on our area’s most pressing health challenges. Together, using health and community data, we develop strategies for better care, smarter spending and healthier people. By helping people work together to reach a solution, we improve outcomes through policy, systems and environmental change. The goal is to give every person a chance to be heard and part of the process. Through all of these activities, Common Ground Health seeks to improve population health, promote health equity and reduce health disparities in the Finger Lakes region.Our Culture:Our foundation at Common Ground Health is built on our relationships with one another. We are learners, listeners, engagers, advocates, coaches, mentors, conveners, and more. Our staff is the most valuable resource the organization has for advancing our mission.We create and maintain a physically, emotionally, and socially healthy work environment. We share our experience as a healthy and collaborative workplace as an example for others. We want our colleagues to look forward to coming to work each day to deliver the highest quality of work possible.Our organization and our stories are ever-changing, growing, and improving. Everyone brings a unique perspective that enhances our collective work. We will embrace these differences as part of the process to achieve high quality outcomes. We celebrate “teachable moments” even, and especially when, they may be uncomfortable. We approach our relationships at Common Ground Health with integrity, transparency and objectivity. We value the unique contributions of our individual staff and volunteers and recognize the importance of both context and content expertise.Working HereCommon Ground Health is an Equal Opportunity Employer. We offer competitive salaries and a wide range of benefits that include:A flexible benefits plan that includes comprehensive medical, dental and vision insurance, a flexible spending account, and AFLAC policiesA generous time off package that includes PTO (paid time off), volunteer time off and paid agency holidaysA flexible and friendly hybrid work environment403(b) retirement plan with an employer contributionAgency paid life insurance, and short & long-term disabilityEmployee assistance program (EAP) and discounts through my Better Benefits (mBB)
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