PROGRAM ASSISTANT

Description

SUMMARY:

The Institute for Family Health (Institute) is a non-profit organization committed to providing health services to medically underserved communities. The Institute operates 29 full and part time health centers throughout the Bronx, Manhattan, Brooklyn and the Mid-Hudson Valley region of New York State.

The Program Assistant provides general administrative and program support for the Institute’s Planning and Development Department whose functions include: external communications, grants and project management, grant writing and student placement.

Responsibilities

• Provide general administrative support to the Planning & Development Department, to include: place supply orders and track department equipment, record staff time for payroll tracking, balance monthly credit card statements, schedule meetings, maintain document storage and update guidance materials;
• Assist grant management office staff in management of 90 active contracts and agreements, including: track and report on project progress and outcomes, prepare and submit program reports, complete grant related purchases and submit for payment, review and revise program budgets, and prepare and file grant related forms and documents to HR, Finance and other Institute departments;
• Assist the grant management team in creating and maintaining project specific guidance documents, storing and sharing grant related materials and communicating updates to team members;
• Assist with grant renewals, including literature reviews, verifying facts, developing charts/tables, proofreading and submitting grant proposals/reports;
• Assist with data pulls and analysis for grant reports and renewals, including learning to use our electronic health record-based reporting system and data mapping;
• Maintain electronic grant portal accounts and passwords;
• Investigate potential funding sources including federal and state governments, and private foundations, for health services programs and research;
• Assist the development team in tracking, preparing and submitting grant proposals, including writing, editing and/or proofreading content for grant proposals and individual donor communications; developing budgets and budget justifications; and creating supporting documents;
• Conduct background research and collect demographic and health data related to grant proposal development and creation of new health education materials;
• Provide support planning and executing special events, such as Advocacy Day and ribbon-cutting ceremonies, and the annual holiday appeal;
• Assist communications team with website updates, social media posts, digital signage, and related tasks as needed
• Perform other administrative duties as deemed necessary and/or appropriate by direct supervisor, Assistant Vice Presidents and Senior Vice President of the Planning & Development department.

Qualifications

Qualifications

• Excellent organization skills and attention to detail
• Exceptional written and verbal communication skills
• Able to work independently and juggle several projects at once with a spirit of flexibility and a positive outlook
• Able to make informed and timely decisions, and use sound judgment to prioritize actions
• Able to build internal and external relationships in order to achieve results
• Strong and enthusiastic collaborator
• Occasional flexibility in schedule, when required by project; including willingness and ability to travel to various organizational sites;
• Strong analytic abilities; interest and ability to quickly digest complex information; comfortable working with new “content areas” on a regular basis;
• Strong computer skills, including knowledge of Microsoft Office Suite, particularly Microsoft Excel and PowerPoint
• Ability to learn and work with various databases

Experience

• Bachelor degree plus 1 year work/internship experience required OR 3 - 5 years related work experience required
• Interest in health care and human services a must; experience in the field a plus

Equal Employment Opportunity/Affirmative Action:

The Institute for Family Health is an Equal Employment Opportunity Employer. This job summary is intended to be brief and may not list all the duties and functions required, however, it does highlight the essential requirements. Nothing outlined in this job summary is to be construed as an express or implied contract of employment.

Please visit www.Institute.org for more information.