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Administrative Support Associate

 

Reports to:                 Executive Support Manager
Supervises:                N/A

Hours:                        Part-Time

FLSA Status:             Non-Exempt

Rev. Date:                  September 2019

 

Position Summary:

The Administrative Program Associate is the key staff person responsible for facilitating smooth and efficient administrative, clerical, and operational support to all areas of the organization, under the direction of Executive Support Manager.  Primary areas of responsibility include, but are not limited to, customer service, calendar management, maintaining accurate files, creating and sending documents and communications, and other general support as needed.

 

Key Competencies:

Knowledge of general office procedures, word processing and spreadsheet software, customer service, problem solving, process analysis for increased efficiency, demonstrating creativity and innovation, and ability to work individually and as a team, within a fast-paced environment.

 

Duties and Responsibilities:

  1. Actively work with supervisor and peers to ensure that all needed work is completed to specifications in a timely manner and effectively communicated to all partners.
  2. Provide administrative support including calendar management and travel coordination for all departments, the CEO, CFO, COO, and Board of Directors as needed.
  3. Enter and track required data for one-time and ongoing projects.
  4. Provide administrative support for all departments as needed, including processing expense reports, meeting scheduling and logistics, taking meeting minutes, etc.
  5. Manage front office administration including receptionist duties, maintaining office inventory, shared space management, and other similar duties.
  6. Track and maintain accurate documentation and records, especially ensuring accuracy of member database.
  7. Support day-to-day tasks as directed.
  8. Perform all aspects of your job in compliance with applicable state and federal regulations.
  9. Report any known or suspected compliance issues to the NWRPCA compliance officer.
  10. Other duties as required.

Qualifications: 

           

Required:

  1. High School Diploma or two years of experience.
  2. Professional, self-motivated, flexible, cooperative, communicative, a creative problem solver and committed to social justice.
  3. Competence in data entry and professional communications.
  4. Excellent language skills, especially for creating written materials.
  5. Excellent computer skills, including word processing, spreadsheets, database and social media sites.  Able to learn and proficiently use new programs quickly.
  6. Ability to work as a team member and work effectively with diverse people.
  7. Demonstrate an awareness of, a value for, and the inclusion of cultural competence in task implementation.

Preferred:

  1. Experience in community health, policy/advocacy organizations or nonprofit associations.
  2. Bachelors Degree.

Physical Requirements:

  1. Most time spent sitting, with up to one-third (1/3) of time walking or standing. There are no restrictions on ability to interrupt periods of sitting.
  2.  Manual dexterity required for typing, filing, etc.
  3. Minimal lifting.
  4. Vision requirements as appropriate for working on computer and with typed and handwritten materials.
  5. Ability to drive / travel to meetings in a variety of locations as needed

To Apply: Please submit your resume and cover letter to Katie at kyankula@nwrpca.org AND Sadie at sagurkis@nwrpca.org.


Education & Training Associate

 

Reports to:                 Director of Education & Training

 Supervises:                N/A

Hours:                        Full-Time

FLSA Status:             Non-Exempt

Rev. Date:                  September 2019

 

Position Summary:

The Education & Training Associate supports the execution of all training events in the NWRPCA Education & Training Department. The Education & Training Associate is responsible for supporting the preparation, development, implementation, coordination, and evaluation of all training programs for community health center staff members, including but not limited to: conferences, stand-alone trainings, distance-based trainings, learning collaboratives, and other learning methods.

 

Attributes:

Extremely well organized, detail-oriented, and analytical; demonstrated follow-through and consistent ability to meet stated project expectations; comfortable and flexible in times of change.

 

Duties and Responsibilities:

 

Training Duties:

  1.  Creates and maintains all registration pages for all in-person trainings and webinars, including the creation and maintenance of event waiting lists.
  2.  Monitors event registrations, handles all correspondence related to registration, and facilitates all registration cancellations.
  3.  Oversees registration payment process and ensures that attendees register under the correct rate; provides follow up with pending or unpaid invoices, and handles all refunds.
  4.  Oversees all administrative duties at registration table during conferences and trainings; includes monitoring any volunteers.
  5.  Coordinates Continuing Education Unit (CEU) process for attendees of in-person trainings and webinars. Ensures that attendees comply with CEU guidelines, and issues CEUs to participants for all relevant trainings.
  6.  Assists at all training events.
  7.  Facilitates registration process for training attendees to participate in webinars and the Learning Vault; troubleshoots issues on both platforms. Enters data into Learning Vault.
  8.  Creates all webinar events in Webex, schedules and leads webinar rehearsals, launches and hosts all webinars, and maintains webinar attendance and evaluation data.

Evaluation Duties:

  1.  Coordinates collection and summarization of all program evaluation data (in-person, conference, and webinar), and creates summary reports for all program events. Compiles and maintains summary data for conferences, trainings, and distance-learning events.
  2.  In coordination with E&T Director, develops Training Needs Survey and conference evaluation surveys; works with Marketing Specialist to disseminate.

Other Duties:

  1.  Perform all aspects of your job in compliance with applicable state and federal regulations.
  2.  Report any known or suspected compliance issues to the NWRPCA compliance officer.
  3.  Other duties as required.

Qualifications: 

           

Required:

 

  1. Bachelor’s degree or work experience equivalent.
  2. Professional, self-motivated, flexible, cooperative, communicative, a creative problem solver and committed to social justice.
  3. Confident and proactive self-starter who is skilled in taking initiative and working well independently.
  4. Exceptional customer service, including prompt, professional, high quality verbal and written communications.
  5. Demonstrated ability to collaborate, communicate, and work effectively with diverse staff.
  6. Knowledge of and experience in use of distance learning technologies.
  7. High level proficiency and working knowledge of Microsoft Word, Excel, Power Point, and ability to learn and proficiently use new programs quickly.
  8. Demonstrate an awareness of, a value for, and the inclusion of cultural humility in task implementation. 

Preferred

  1. Experience in community health, policy/advocacy organizations or nonprofit associations.

Physical Requirements:

  1.  Most time spent sitting, with up to one-third (1/3) of time walking or standing. There are no restrictions on ability to interrupt periods of sitting.
  2.  Manual dexterity required for typing, filing, etc.
  3.  Minimal lifting. 
  4.  Vision requirements as appropriate for working on computer and with typed and handwritten materials.
  5.  Ability to drive / travel to meetings in a variety of locations as needed

To Apply: Please submit your resume and cover letter to Katie at kyankula@nwrpca.org AND Sadie at sagurkis@nwrpca.org.


NWRPCA Internships

  

NWRPCA maintains an active internship program, welcoming undergraduate and graduate students (and occasionally non-students) who feel that an unpaid internship at a regional primary care association might be rewarding and provide valuable work experience. We are happy to work with your academic institution regarding credit for your work when appropriate and feasible. Please contact us at resumes@nwrpca.org.



About NWRPCA

 

Our Vision:

With the support of NWRPCA, our community health centers will be exemplary professional homes for their staffs and serve their communities well.

 

Our Core Values:

Community: We support the consumer-driven governance of the community health center.

Social Justice: We advocate for social justice, particularly for the right to wellness and health.

Respect: We demonstrate respect for each other and those we serve.

Trust: We build trust by acting with honesty and integrity.

Diversity: We celebrate diversity as the pathway to insightful work and enriched relationships.

Excellence: We constantly aspire to excellence through innovation and continuous improvement.

 

Our Mission:

Northwest Regional Primary Care Association is a membership association of community and migrant health centers in Alaska, Idaho, Oregon, and Washington. NWRPCA’s mission is to strengthen community and migrant health centers in the Northwest by leveraging regional power and resources on their behalf.

 

Employment Practices:

NWRPCA is an Equal Opportunity institution and does not discriminate against any person in employment or participation in its programs and benefits on the basis of race, color, national origin, religion, any mental, sensory or physical disability, gender, identity, veteran status, sexual orientation, age, political affiliation or marital status.

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