Program Coordinator

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The Public Health Institute (PHI) is an independent, nonprofit organization dedicated to promoting health, well-being, and quality of life for people throughout California, across the nation and around the world. As one of the largest and most comprehensive public health organizations in the nation, we are at the forefront of research and innovations to improve the efficacy of public health statewide, nationally, and internationally.

Position Summary

The Program Coordinator is a new critical position with the AC Care Alliance (ACCA) Advanced Illness Care Program™ that will ensure all projects are progressing along established timelines and serve as the back bone of the program. This person will report to the Director and work closely with the leadership team to support the ongoing management of the program.

The ACCA’s Advanced Illness Care Program™ (ACCA-AICP) is a community-based, person-centered, care navigation intervention serving individuals with advanced illness and their caregivers in partnership with health, faith, and community organizations. Founded in the African American faith community, it is free of charge and respects the needs and wishes of the participant, whatever their culture and faith. Care Navigators are trained members of the community who walk alongside participants providing trusted referrals, resources, and specially designed tools to empower them to achieve their identified goals. The intervention is holistic in its approach by focusing on participant needs within our Five Cornerstones: spiritual, health (physical and emotional), social, advance care planning, and caregiving. The program is currently in more than 42 churches in Alameda and Contra Costa Counties and is continuing to add new churches. The program also works in partnership with local health systems to provide our intervention services to their referred patients.

This is a Full-Time position. Candidates must be local to the San Francisco Bay Area. This position is currently remote and is expected to remain a remote position for the foreseeable future but will require occasional in-person meetings in Alameda County and the surrounding area.

Employment Type: Full Time.

Full salary range for this position: $66,843 to $96,905 per year. The typical hiring range for this position is from $66,843 (minimum) to $81,874 (midpoint), based on 100% FTE. The starting salary is determined based on the candidate’s knowledge, skills, experience, as well as budget availability.

Essential Duties & Responsibilities

Manage and oversee project plan.

• Maintain master project plan of deliverables for numerous funders.
• Establish, coordinate, and lead ongoing and ad hoc meetings with key ACCA internal and external stakeholders for specific projects to ensure deliverable activities are on track.
• Provide updates to leadership team on progress of projects and deliverables.

Provide meeting management, facilitation, and support.

• Calendar meetings, update meeting times and send reminders to meeting attendees.
• Attend project and administrative meetings (e.g. monthly regional expansion meetings, pilot project meetings, team training planning meetings, etc.)
• Document meeting discussions and send notes and action items to team.
• Prepare materials and reports, as applicable.
• Assist with meeting facilitation, as applicable.
• Organize and schedule meetings with staff and outside experts.
• Assist with and participate in strategic planning meetings, developing agendas and taking notes.
• Support the planning and execution of ACCA events, including community events, holiday team meetings, travel, and presentations at conferences by the leadership team.

Provide support to ACCA Team

• Serve as back-up support for ACCA’s use of EPIC and other systems used by partnering health care providers and community organizations to submit referrals to ACCA.
• Monitor and manage ACCA’s main email inboxes, voicemails, and website requests.
• Manage onboarding of new team members, creating tool and resource folders, and setting up tablets.
• Manage ACCA supplies for team, ordering supplies, mailing tools and materials to ACCA team members, as needed.

Assist with management of ACCA’s Case Management Application (ACTION). ACTION is used to conduct the AICP intervention, track participant visits, manage referrals, and contribute to program evaluation.

• Assist with data cleaning and adjustments required from leadership and Care Navigators.
• Develop proficiency in all aspects of the ACTION app.
• Support Care Team with ACTION app training, and resolution of technical issues, and data entry errors.
• Assist with creation and running regular and adhoc reports, and analyzing report data, with a focus on fidelity to the AICP intervention.

Coordinate Congregation Assessment Surveys (CAS), semi-annually across regions and as new churches onboard.

• Provide CAS materials to churches and leaders.
• Communicate and follow-up on introduction, distribution, and collection of surveys.
• Assist with data entry, as needed.

Assist with communications management.

• Assist with collecting information for newsletters and communications.
• Maintain ACCA website providing updates to content and page structure, as needed.
• Assist with developing and updating content for ACCA website and social media.
• Support updating and maintaining listservs.

Supervise staff as needed.

Assist with grant application and report development.

Support leadership team with other projects and perform other duties as needed.

Minimum Qualifications

• 5 years of experience in project coordination or administrative coordination, preferably in a non-profit environment.
• Bachelor’s degree in related field, or substitute with four additional years of relevant experience.

Preferred Qualifications

• Demonstrated experience with project coordination and project planning.
• Ability to learn and navigate complex computer applications, and translate for lay users.
• Ability to manage competing and changing priorities.
• Works well in collaborative, diverse team environment.
• Good computer skills including Microsoft Word, PowerPoint, and internet searches; intermediate- to advance-level Excel skills.
• Strong written and oral communication skills.
• Interest in working with diverse communities with advanced illness.
• Thrives in a fast-paced, complex, and remote work environment.
• Compassionate.
• Understanding and appreciation of faith community culture, traditions, and beliefs.
• Master’s degree preferred.

PHI WORKFORCE MANDATORY COVID-19 VACCINATION POLICY

Per the PHI Workforce Mandatory COVID-19 Vaccination Policy, it is a condition of employment for all domestic based employees to be fully vaccinated for COVID-19, unless they are granted a reasonable accommodation under applicable law.

New hires need to provide proof of full vaccination prior to their start date or apply for an exemption/accommodation within three business days after their start date. Depending on the circumstances, new hires who do not comply with this Policy, or who cannot be reasonably accommodated, will either have their employment suspended or terminated. Candidates who are non-compliant will have their offers rescinded.

FAIR LABOR STANDARDS ACT (FLSA) STATUS

This position is classified as exempt based on the job duties. However, based on the FTE, salary level of the employee, or federal/state/local laws, the employee may be classified as nonexempt.

EEO Statement

The Public Health Institute is committed to a policy that provides equal employment opportunities to all employees and applicants for employment without regard to race, color, sex, religion, national origin, ancestry, age, marital status, pregnancy, medical condition including genetic characteristics, physical or mental disability, veteran status, gender identification and expression, sexual orientation, and to make all employment decisions so as to further this principle of equal employment opportunity. To this end, the PHI will not discriminate against any employee or applicant for employment because of race, color, sex, religion, national origin, ancestry, age, marital status, pregnancy, medical condition including genetic characteristics, physical or mental disability, veteran status, gender identification and expression, sexual orientation, and will take affirmative action to ensure that applicants are offered employment and employees are treated during employment without regard to these characteristics.

For further information regarding Equal Employment Opportunity, copy and paste the following URL into your web browser: http://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf

ADA Statement:

The Public Health Institute is committed to providing access and reasonable accommodation in its services, programs, activities and employment for individuals with disabilities. To request disability accommodation in the application process, contact the Recruitment Team at least 48 hours in advance at Recruitment@phi.org.

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We’re so pleased the Public Health Institute is an organization you would like to work with. Do you have questions about this opportunity? If so, email our recruitment team at Recruitment@phi.org.

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