Health Promotion Program Assistant (100% FTE)

Wisconsin Institute for Healthy Aging Inc.; Madison (WI); Hybrid; USD 42,000 - 56,000; Full time

Job summary

The Wisconsin Institute for Healthy Aging (WIHA) is seeking a Health Promotion Program Assistant to support trainings from start to finish and assist the team in delivering evidence-based programs across Wisconsin.

The role emphasizes organization, accuracy, and strong coordination to manage facilitator trainings, support program providers, and maintain up-to-date contacts and materials for statewide health initiatives.

Qualifications

• Project management and program evaluation experience.
• Experience convening and facilitating collaborative teams.
• Experience with evidence-based behavior change programs.
• Experience with data extraction and analysis.
• Highly organized and detail-oriented with multi-project management.
• Proficient with Microsoft Office; Excel formulas advised.
• Familiarity with Zoom and other virtual meeting platforms.

Responsibilities

• Coordinate WIHA program facilitator and master trainer trainings.
• Plan trainings and manage logistics and materials.
• Assess facilitator applications and prepare trainees.
• Maintain fidelity coaching coordination and data tracking.
• Support program providers and staff with communications.
• Represent WIHA and Falls Free Wisconsin at meetings.

Skills

Project management

Facilitation

Evidence-based programs

Data extraction & analysis

Organized & detail-oriented

Excel formulas

Zoom / virtual meetings

Education

Associate or Bachelor’s degree in health education, social science, psychology, aging, or health-related field

Tools

Microsoft Office Suite

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

1. Serve as a Stepping On facilitator and master trainer, including providing periodic workshops in the community.

2. Provide oversight and contact for programs, including planning and providing trainings to new facilitators.

3. Provide technical assistance to facilitators, program providers, and others conducting the programs.

4. Assist in fidelity monitoring to ensure program quality, including providing fidelity coaching.

5. Work to increase engagement and retention of program providers, trainers, and facilitators.

6. Create facilitator training schedules by coordinating master trainer and guest expert availability, dates, and locations.

7. Implement annual check-in with program providers and work with staff to maintain up-to-date information and contacts.

8. Collaborate with staff to develop and disseminate program promotion and motivational messaging and tools to encourage program participation.

9. Build and sustain relationships, provide coaching on program implementation strategies and best practices, and make connections for community organizations to maximize community health impact.

10. Represent WIHA and the Falls Free Wisconsin initiative and coalition at statewide meetings as appropriate.

11. Participate in grant projects on falls prevention, as assigned.

12. Other duties as assigned.

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

1. Implement training/event planning logistics.

2. Assess incoming facilitator applications.

3. Provide assistance in preparing applicants for training.

4. Prepare and distribute training materials.

5. Manage post-training tasks.

6. Manage fidelity coaching coordination.

Assist Deputy Director with database management.

1. Utilize database to enter workshop, program provider, and facilitator information and perform necessary follow up.

2. Work with program leads to maintain fidelity coaching records and scheduling.

3. Track and follow up on post-workshop survey data.

4. Produce data queries to analyze data.

Provide general administration to support WIHA and staff.

1. Works with program leads to provide technical assistance to network of program providers and facilitators on program logistics and implementation.

2. Supports WIHA staff in development of communications and program materials for website, social media, and more.

3. Manage office supply inventory and order supplies.

4. Check incoming mail and deliver to appropriate staff.

5. Serve as backup to Deputy Director for website approvals or changes.

6. Assist in creating new forms, surveys, and applications.

7. Provide support for special projects and grants.

8. 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.

Minimum Education Required

• Associate or Bachelor’s degree in health education, social science, psychology, aging, or health-related field required.

Licenses or Certifications

Required

• A valid Wisconsin driver’s license

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 10% in office and 90% remote work throughout the year. This position’s primary office will be located in Madison, WI.