Program Support Coordinator

ABCD; Boston (MA); On-site; USD 42,000 - 62,000; Full time

Job summary

ABCD in Boston, MA seeks a Program Support Coordinator to provide financial and administrative support to the Health Services Department under the Deputy Director. You will oversee inventory for contraceptive supplies, manage shipments, and coordinate with vendors for educational materials.

Responsibilities include office operations, meeting preparation, and supporting Community Prevention and Family Planning Institute programs.

Qualifications

• A High School Diploma or equivalent.
• 1–3 years of experience in program support, administrative roles, or project management.

Responsibilities

• Oversee general office needs such as ordering office supplies and coordinating maintenance.
• Manage central inventory of program supplies and shipments to delivery sites.
• Assist with workshop materials and outreach events.
• Maintain training pages and update program information on websites.
• Process payments and coordinate with Accounts Payable for supplies and services.

Skills

Administrative support

Detail oriented

Organization & prioritization

Vendor coordination

Communication

Education

High School Diploma or equivalent

Tools

Microsoft Office

Purchase Orders

Job description

The Program Support Coordinator is responsible for ongoing support of the financial and administrative aspects of the Health Services Department, under direct guidance of the Deputy Director. This position is responsible for a robust inventory system that includes the remaining contraceptive supplies at the subrecipient sites since decentralization of the 340B Program, client educational supplies including ordering and communicating with vendors, subcontracted site orders and receipt of family planning supplies. This position will also provide support to the entire Health Services team.

Key Responsibilities

General Office Responsibilities

• Oversee general office needs such as ordering office supplies through approved vendors and coordinate maintenance of all office equipment.
• Collect and maintain department files.
• Prepare for onsite and offsite meetings by finding space, order food, creating flyer/advertisement if needed, find a venue, work with outside vendors, coordinate with IT, and secure any needed documents to create Purchase Orders to facilitate payment to vendors.
• Manage central outreach supply inventory (condoms, tabling supplies etc.)
• Manage shipments to delivery sites including ordering, overseeing the courier services for subcontracted sites, including scheduling deliveries and pick-ups of educational materials, and provide technical assistance to delivery site staff regarding compliance with ABCD and pharmacy protocols, including procedures for ordering, contraceptive logs, and perpetual inventory.
• Ensure required payment for supplies, and other necessary forms are received by ABCD Finance staff.
• Manage inventory of all office supplies and order monthly or as needed.
• Check mail daily and distribute as needed.
• Manage pick up of recycling and trash containers.
• Perform other general office related duties as assigned and required.

Community Prevention Program Responsibilities

• Assist with the preparation of workshop materials.
• Support program outreach and Health Services tabling opportunities.
• Follow-up with partner organizations to host program workshops.
• Organize inventory and order program supplies.
• Assist with tracking metrics for program cohort participation and maintaining cohort participation.

Family Planning Institute Responsibilities

• Assist Family Training Institute Specialist with tracking of training participants?
• payments and ensuring payment is received by Accounts Payable.
• Support printing needs for upcoming groups/trainings, as needed.
• Maintain training Institute page on ABCD website and Family Planning website of all upcoming trainings.
• This includes sending training updates to Public Information/Marketing for chargebacks.
• Maintain all supplies and educational supplies for trainings, and mailing educational packages to training participants as needed.
• Maintain a response spreadsheet for all training participation.
• Assist with preparation of certificates of completion and contact hours.

Skills, Knowledge and Expertise

A High School Diploma or equivalent One to three years of experience in program support, administrative roles, or project management is required. Must be reliable, detail oriented and able to organize and prioritize multiple tasks.