Population Health Administrative Coordinator

Paycom; Philadelphia (Philadelphia County); Hybrid; USD 65,000 - 70,000; Full time

Benefits offered by this job

Medical with vision

Dental insurance

Flexible spending accounts

Life, AD&D insurance

Disability insurance

403(b) Retirement Plan

Paid time off

Employee Assistance Program

Job summary

The Health Federation of Philadelphia is seeking a Population Health Administrative Coordinator to support the Senior Director and Program Directors with project and budget management. You will develop sub-grants and contracts, provide meeting support, and track grant spending; collaborate with Finance for current documentation and invoicing processes.

Hybrid role with in-office three days per week; you will help manage vendor relationships, onboarding, and compliance, ensuring funder

Qualifications

• 5 years of administrative experience in a complex, fast-paced environment.
• Proficiency with Canva, Google Suite (Docs, Sheets, Forms, Slides, Meet), Zoom and PowerPoint; quick learner.
• Strong written and verbal communications skills.
• Understanding of budget management and compliance concepts.
• Able to multitask and manage timelines with strong organizational skills.
• Experience communicating with external clients and stakeholders.
• Interest in health care, public health, nonprofit/mission-driven work.

Responsibilities

• Develop and manage sub-contracts/awards/grants for population health projects.
• Support development and management of departmental budget and FTE distribution across projects; manage fee-for-service budget.
• Design slide decks for virtual and in-person meetings with external stakeholders and for internal meetings.
• Track and manage departmental strategic plan.
• Assist with meeting scheduling, prep and follow-up.
• Manage access to software platforms and communications tools used in the department.
• Support project plan management for selected projects.
• Collaborate with Senior Director and Grant Manager to ensure grant and contract budgets are up-to-date and shared with Finance; assist with purchasing and invoicing.
• Support compliance with funder and organizational requirements.
• Provide dedicated support for various projects as needed.
• Suggest improvements to departmental processes and procedures.

Skills

Five years experience

Strong written and verbal comms

Budget management

External client communications

Organizational skills

Education

Bachelor’s or Associate’s degree

Tools

Canva

Google Suite

Zoom

PowerPoint

Job description

Job Details

Job Location: Main HQ Center City 650 - Philadelphia, PA 19109, Position Type: Full Time, Education Level: 2 Year Degree, Salary Range: $29.75 - $31.80 Hourly, Travel Percentage: None, Job Shift: Day, Job Category: Health Care, Equal Opportunity Employer

The mission of the Health Federation of Philadelphia is to promote community health by advancing access to high-quality, integrated, comprehensive health and human services. We believe in and are firmly committed to equal employment opportunity for employees and applicants. We do not discriminate on the basis of race, color, national or ethnic origin, ancestry, age, religion, disability, sex or gender, gender identity and/or expression, sexual orientation, military or veteran status. This commitment applies to all aspects of the Health Federation of Philadelphia’s employment practices, including recruiting, hiring, training, and promotion.

JOB SUMMARY

The Population Health Administrative Coordinator supports the Senior Director and Program Directors with project and budget management. This role works across programs in the department to develop and manage sub-grants and contracts, provide meeting support, and track grant and contract spending. They work in collaboration with the Finance Department Grants Manager to ensure that all financial documentation is current and readily available. The role supports department leadership with invoicing, vendor management, new employee orientation, and compliance.

JOB SPECIFICATIONS

Responsibilities/Duties

• Develop and manage sub-contracts/awards/grants as needed for population health projects.
• Support development and management of a departmental budget and FTE distribution across projects. Manage fee-for-service budget.
• Manage logistics and help to design slide decks for virtual and in-person meetings with external stakeholders and clients, and for internal departmental meetings.
• Track and manage departmental strategic plan.
• Support meeting scheduling, prep and follow‑up.
• Manage access to and subscriptions for software platforms and communications tools used in the department
• Support project plan management for selected projects.
• Work closely with the Senior Director and assigned Grant Manager to ensure that grant and contract budget information is up-to-date and shared with Finance, and to help manage purchasing and invoicing processes.
• Support Program Directors and Senior Director in operating in full compliance with funder and organizational requirements.
• Provide dedicated support for the Innovative Cardiovascular Disease Project, PCMH Learning Network, Million Hearts, and other projects as needed.
• Recommend and implement improvement in Departmental processes and procedures

Qualifications

Education

• Bachelor’s or Associate’s degree from an accredited college or university preferred
• Relevant work experience can substitute for a degree in the case of otherwise qualified candidates

Skills/Experience

• 5 years of experience in administrative work in a complex, fast‑paced environment
• Proficiency in software applications, including Canva, Google Suite (Docs, Sheets, Forms, Slides, Meet), Zoom, and PowerPoint. Able to learn new applications quickly.
• Strong written and verbal communications skills
• Understanding of budget management and compliance concepts
• Able to handle multiple tasks and manage timelines with a high degree of organizational skill
• Experience communicating with external clients and stakeholders
• Interest in health care, public health, nonprofit/mission-driven work

Work Environment

Standard office setting with extended periods at work station and periodic use of office equipment.

Position Type and Work Schedule

Full time position, typical hours are Monday through Friday 8:30 am to 5:00 pm. Flex office schedule options available with supervisor approval. Hybrid position, with in‑office work required three days per week.

Travel

Occasional local or state-level travel to meetings

Physical Demands

Example: ability to transport materials, routinely moves equipment or supplies weighing up to 30 lbs.

Salary and Benefits

• Medical with vision benefits
• Dental insurance
• Flexible spending accounts
• Life, AD&D insurance
• Short- and long-term disability insurance
• 403(b) Retirement Plan, with a company contribution
• Paid time off including vacation, sick, personal and holiday
• Employee Assistance Program

Eligibility and participation is handled consistent with the plan documents and HFP policy.

DISCLAIMER

The Health Federation reserves the right to modify, interpret, or apply this job description in any way the Company desires. The above statements are intended to describe the general nature and level of work being performed by an employee assigned to this position. This job description in no way implies that these are the only duties, including essential duties, responsibilities and/or skills to be performed by the employee occupying this position. This job description is not an employment contract, implied, or otherwise. The employment relationship remains “at will.” The aforementioned job requirements are subject to change to reasonably accommodate qualified disabled individuals.