Programs and Administrative Assistant

Website Central Colorado AHEC

Connecting students to careers, professionals to communities, and communities to better health.

This position description is not intended to be an all-inclusive list of all duties, responsibilities, or qualifications associated with this
position.

Programs and Administrative Assistant Position Description

About Central Colorado Area Health Education Center (CCAHEC)
Central Colorado Area Health Education Center (CCAHEC) is one of six regional centers within the Colorado AHEC System (CAS). The role of CCAHEC is to connect students to careers, professionals to communities, and communities to better health. Serving 10 counties in the Denver metro and foothills areas, CCAHEC promotes academic/community partnerships in five main areas of focus: 1) developing and maintaining strategic partnerships; 2) creating and delivering interprofessional education and training; 3) addressing the healthcare needs of rural and underserved areas and populations; 4) working with providers to facilitate and support practice transformation, distribution, and diversity; and 5) offering specialized community-based training.

Overview of the Program and Administrative Assistant Role
The Programs and Administrative Assistant supports the Programs Engagement Manager and Operations Manager with general administrative, financial, grant, and programmatic tasks. Responsibilities include day-to-day front office support; planning of special projects and events; assisting with worksite wellness initiatives; calendaring; organizational purchasing, tracking, and reimbursement; grant log maintenance and tracking; and marketing and outreach. The Programs and Administrative Assistant is creative and enjoys working within a small, team-based environment that is mission-driven, results-driven, and health-oriented. The Programs and Administrative Assistant will work independently on projects and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

This position requires some travel within the region and occasional evening and weekend events.

Details: This is a full-time, non-exempt position. Company-provided health plan, worksite wellness program benefits, paid time off and holidays, and a professional development budget are included. No further benefits are provided. Compensation for this position is $16.50 per hour.

Essential Duties and Responsibilities:

General Administrative Support

  • Assists with answering incoming phone calls and greeting and directing customers on site, and receiving, processing, and/or delivering organizational mail, when needed
  • Assists with staff meeting preparations and document sharing
  • For events and meetings, coordinates attendance/registration, catering, the ordering of gifts, budget, audiovisual equipment, computer equipment, room setup, and all necessary paperwork and printing well in advance. Ensures that all who need pertinent information receive it in a timely manner. In case of changes to meeting times or locations, notifies all parties. Prepares extra copies of agenda and other meeting or event materials as needed
  • Assists with special projects such as: organizing materials, gathering data, consulting with information sources, drafting summaries, photocopying, assembling binders, marketing materials packing, and related activities
  • Assists with scheduling program meetings with the AmeriCorps members, sites, and program staff, and program applicant interviews

Financial Support

  • Supported by the Operations Manager, coordinates employee benefits
  • Assists with organizational purchases and reimbursements, and supports associated documentation
  • Assists with vendor payments

    • Supports programs in communicating with program participants regarding payments, balances, and account
    status

Grant and Programmatic Support

  • Maintains the grant management log to ensure accurate deliverables and reporting dates
  • Assists with office worksite wellness initiatives
  • Assists with marketing and outreach for the AmeriCorps program

Other duties as assigned.

Supervision Received:
Manages assigned responsibilities and daily schedule in partnership with and receiving general supervision from the
Operations Manager.

Qualifications:

Education and Experience:

  • Bachelor’s degree in public health, education, or related field preferred
  • Previous work experience in an office environment, reporting to multiple managers, and/or managing large
    administrative projects is preferred
  • Interest and/or field experience in public health and education
  • Experience working as both part of a team, and working independently

Knowledge, Skills, and Abilities:

  • Flexible, collaborative, and an ability to anticipate needs and priorities
  • Uses tact and diplomacy when handling incoming and outgoing communications and matters requiring
    discretion
  • Ability to work with highly confidential and sensitive information.
  • Excellent oral and written communication skills
  • Professional interpersonal skills, customer-service oriented, and efficient use of resources
  • Strong, demonstrated critical thinking, organizing and problem-solving skills. Ability to manage competing
    priorities, to troubleshoot and prioritize projects, meet deadlines, and manage workflow and workload
  • Computer proficiency in Office365 (Outlook, Word, Excel, and Power Point) and fluent navigation of the internet
    required
  • Operating knowledge of basic office computer software, large printer/copier/fax/scanner and experience with
    database systems

Licenses/Certifications:
Valid driver’s license, current automobile insurance, and reliable transportation.

Physical Demands:
Primarily sedentary work with occasional standing, walking, lifting, moving, and traveling to other departments or work sites. Requires ability to use hands, fingers, and arms for keyboarding, filing, telephone work, and operating office equipment greater than 75% of the time. Requires ability to push, pull, move, and/or lift 10-20 lbs. 0-25% of the time.

Also, requires:
1. Working in a standard on-site business office environment
2. Continuous use of PC equipment including keyboard, mouse, and printer
3. Frequent use of telephone and conference equipment
4. Frequent use of printer, copiers, and other office equipment
5. Occasionally needs to work during scheduled off-hours (e.g. holidays, weekends, and evenings) to meet
project commitments.

Visual/Hearing Requirements:
Requires adequate hearing to receive detailed oral information over the phone and in-person. Requires ability to convey detailed spoken information to internal and external customers individually and in groups, both over the telephone and in-person. Requires adequate visual acuity to use a computer screen and read written documents.

Environmental Conditions:
Normal office environment. Team-based & worksite wellness atmosphere.

Equal Employment Opportunity Policy:
CCAHEC is an equal opportunity employer and prohibit unlawful discrimination against applicants or employees on the basis of race, religion, sex, gender identity, color, creed, national origin, citizenship, ancestry, age, genetic information, physical or mental disability, veteran status, political ideology, marital status, pregnancy or maternity, or any other status protected by applicable state or local law. Equal employment opportunity, as required by law, shall apply to all personnel actions including, but not limited to, recruitment, hiring, upgrading, promotion, demotion, layoff or termination, working conditions, wages and salary administration, and employee benefits.

Location:
Due to COVID-19, the CCAHEC offices are currently closed and all team members are working remotely. Any in person meetings require advanced approval. Should CCAHEC reopen their offices, the Programs and Administrative Assistant will be available to work on- and off-site. CCAHEC is at 10200 East Girard Ave. B131, Denver, CO 80231.

Application Process:
To apply please submit application materials (including a resume, cover letter explaining your interest and qualifications, and a one-page statement describing your understanding of the health challenges in Colorado) to Sandra Kohl through our website HERE (http://centralcoahec.org/forms/view.php?id=74968). Review of resumes will continue until the position is filled.

CCAHEC is an Employer of National Service. AmeriCorps, Peace Corps, and other national service alumni are encouraged to apply.

This position description is not intended to be an all-inclusive list of all duties, responsibilities, or qualifications associated with this
position.

To apply for this job please visit www.centralcoahec.org.

CCAHEC is monitoring COVID-19 closely. For up-to-date information please click here.More Information
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