Health Promotion Program Assistant

Wisconsin Institute for Healthy Aging Inc.; Madison (WI); Hybrid; USD 40,000 - 55,000; Full time

Job summary

Wisconsin Institute for Healthy Aging Inc. is seeking a Health Promotion Program Assistant to coordinate training initiatives from start to finish and to support a mission-driven team advancing evidence-based health programs across Wisconsin.

You will manage facilitator training, provide technical assistance, maintain program data and contacts, and help promote outreach efforts. This hybrid role is based in Madison with 30% in-office and 70% remote work.

Qualifications

• Experience managing projects and program evaluation.
• Ability to convene and facilitate collaborative teams.
• Experience with evidence-based behavior change programs.
• Experience with data extraction and analysis.
• Highly organized and detail-oriented with multi-project skills.
• Proficient with Microsoft Office; Excel fundamentals helpful.
• Familiarity with virtual meeting platforms such as Zoom.

Responsibilities

• Coordinate WIHA Fall Prevention programs across the state, supporting trainers and facilitators.
• Serve as Stepping On facilitator and master trainer, including community workshops.
• Provide oversight for program facilitation, planning trainings for new facilitators.
• Offer technical assistance to facilitators and program providers conducting programs.
• Support fidelity monitoring and fidelity coaching to ensure quality.
• Increase engagement and retention of program providers, trainers, and facilitators.
• Create facilitator training schedules by coordinating trainer availability, dates, and locations.
• Conduct annual check-ins with program providers and update information/contacts.
• Collaborate on promotion materials to boost program participation and reach.
• Build relationships with community orgs and provide coaching on implementation.
• Represent WIHA and Falls Free Wisconsin at statewide meetings as appropriate.
• Participate in grant projects related to falls prevention.
• Assist Deputy Director with database management and data tracking.

Skills

Project management

Facilitation

Behavior change

Data analysis

Organization

MS Office

Zoom

Education

Bachelor’s degree in health education

Certification in Stepping On

Certification in other WIHA programs

Job description

Position Summary

The Health Promotion Program Assistant manages program trainings from initiation through completion and provides support to a passionate team dedicated to WIHA’s mission of spreading evidence-based health promotion programs and practices throughout Wisconsin and beyond. This highly detail-oriented role requires exceptional organizational skills, accuracy, and follow-through to ensure smooth coordination of trainings and effective support of internal operations.

Position Responsibilities

Assists with coordination of WIHA’s Fall Prevention Evidence-Based Programs across Wisconsin

• Serve as a Stepping On facilitator and master trainer, including providing periodic workshops in the community.
• Provide oversight and contact for programs, including planning and providing trainings to new facilitators.
• Provide technical assistance to facilitators, program providers, and others conducting the programs.
• Assist in fidelity monitoring to ensure program quality, including providing fidelity coaching.
• Work to increase engagement and retention of program providers, trainers, and facilitators.
• Create facilitator training schedules by coordinating master trainer and guest expert availability, dates, and locations.
• Implement annual check-in with program providers and work with staff to maintain up-to-date information and contacts.
• Collaborate with staff to develop and disseminate program promotion and motivational messaging and tools to encourage program participation.
• Build and sustain relationships, provide coaching on program implementation strategies and best practices, and make connections for community organizations to maximize community health impact.
• Represent WIHA and the Falls Free Wisconsin initiative and coalition at statewide meetings as appropriate.
• Participate in grant projects on falls prevention, as assigned.
• Other duties as assigned.

Support facilitator training management: coordinate all WIHA program facilitator and master trainer trainings.

• Assess incoming facilitator applications.
• Provide assistance in preparing applicants for training.
• Prepare and distribute training materials.
• Manage post-training tasks.
• Manage fidelity coaching coordination.

Assist Deputy Director with database management.

• Utilize database to enter workshop, program provider, and facilitator information and perform necessary follow up.
• Work with program leads to maintain fidelity coaching records and scheduling.
• Track and follow up on post-workshop survey data.

Provides general administration to support WIHA and staff.

• Works with program leads to provide technical assistance to network of program providers and facilitators on program logistics and implementation.
• Supports WIHA staff in development of communications and program materials for website, social media, and more.
• Manage office supply inventory and order supplies.
• Check incoming mail and deliver to appropriate staff.
• Serve as backup to Deputy Director for website approvals or changes.
• Assist in creating new forms, surveys, and applications.
• Provide support for special projects and grants.
• Other duties as assigned.

Experience Required

• Project management, including program evaluation
• Convening and facilitating collaborative teams
• Experience working with evidence-based behavior change programs
• Experience with data extraction and analysis
• Highly organized and detail-oriented with demonstrated ability to manage multiple projects simultaneously
• Proficiency with Microsoft Office Suite (Comfort with using Microsoft excel formulas, sorting data, and more)
• General knowledge of virtual meeting platforms such as Zoom

Preferred

• Three or more years of experience working with Wisconsin or another state's Aging Network and/or local public health agencies.
• Experience working with older adults.
• Experience with falls prevention programs.
• Experience working in a nonprofit.
• Marketing and communication experience and/or graphic design experience.
• Associate or Bachelor’s degree in health education, social science, psychology, aging, or health-related field required.

Licenses or Certifications:

Required:

Preferred:

• Certification in Stepping On
• Certification in other WIHA programs

Level of Supervision:

Reports to the Deputy Director. This position requires a highly organized, motivated, self-starter. This position works independently with regular team and supervisor check-ins.

Work with Others

This position provides support and works closely with other members of the WIHA team. Collaborative skills, as well as the ability to work independently, are a must. In addition, this position serves as one point of contact for the organization’s network of program providers and facilitators and is expected to provide timely assistance and communicate effectively.

Location of Work

• This is a hybrid position with varying needs for in-office work. Need increases for training, depending on facilitator training schedule, and dependent on other upcoming program needs. In general, the position will be composed of 30% in office and 70% remote work. This position’s main office will be located in Madison, WI.