Program Support Assistant

Joseph P Addabbo Family Health Center Inc; New York (NY); On-site; USD 48,000 - 64,000; Full time

Job summary

Joseph P Addabbo Family Health Center Inc is seeking an administrative support professional to assist the HIV Care and Prevention management team. The role focuses on day-to-day operations, data entry, and maintaining program documents to ensure efficient program functioning.

The position requires strong organizational abilities, proficient use of Microsoft Office, and the capacity to work both independently and within a team. Experience with program data systems and SharePoint is a plus.

Qualifications

• AA in Business Administration, Project Management or related field. Bachelor’s preferred.
• Proven experience in an administrative or support role, preferably in a program or project setting.
• Strong organizational and multitasking skills to manage various responsibilities effectively.
• Excellent written and verbal communication skills for interacting with diverse stakeholders.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and project management tools.

Responsibilities

• Maintain and update program documentation including reports, schedules and databases.
• Coordinate meetings, prepare agendas, and transcribe minutes for program-related discussions.
• Provide administrative support, including data entry into required databases (including AIRS and CareWare).
• Conduct research and compile data to support program initiatives and decision-making.
• Keep inventory and tracking of all program supplies and facilitate purchasing where necessary.
• Assist Quality Management specialist with special projects related to quality assurance/improvement.
• Maintain department’s SharePoint to ensure easy access and audit readiness to program’s policies and operating procedures.
• Other related tasks, duties, and responsibilities as assigned.

Skills

Organizational skills

Multitasking

Written and verbal communication

Independent and collaborative

Education

AA in Business Administration or related field

Bachelor's degree preferred

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Project management tools

Job description

Description

POSITION SUMMARY:

Provides day-to-day administrative, logistical and operational support to the HIV Care and Prevention management team to facilitate the efficient operation of programs. Key responsibilities of this role include by implementing and maintaining administrative support systems, managing inventory and invoicing as well as data entry.

RESPONSIBILITIES:

1. Maintain and update program documentation including reports, schedules and databases

2. Coordinate meetings, prepare agendas, and transcribe minutes for program-related discussions.

3. Provide administrative support, including data entry into required databases (including AIRS and CareWare).

4. Conduct research and compile data to support program initiatives and decision-making.

5. Keep inventory and tracking of all program supplies and facilitate purchasing where necessary

6. Assist Quality Management specialist with special projects related to quality assurance/improvement

7. Maintain department’s SharePoint to ensure easy access and audit readiness to program’s policies and operating procedures

8. Other related tasks, duties, and responsibilities as assigned

Requirements

MINIMUM QUALIFICATIONS:

AA in Business Administration, Project Management or related field. Bachelors preferred.

Proven experience in an administrative or support role, preferably in a program or project setting.

Strong organizational and multitasking skills to manage various responsibilities effectively.

Excellent written and verbal communication skills for interacting with diverse stakeholders.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and project management tools.

Attention to detail and accuracy in completing tasks and documentation.

Ability to work independently and collaboratively in a team environment.

Basic understanding of program management principles and practices.