Program Assistant

Job Description

Position: Program Assistant
Classification: Non-Exempt
Reports to: Regional Manager

Salary Rate:

Level 1 (Entry level up to 2 years of direct experience):$19.93 per hour

Level II (3 years of direct experience):$20.72 per hour

Bilingual premium for qualifying languages is 3.5% higher than starting salary if pass bilingual exam on first week of hire.

About Us

At Colorado Health Network (CHN) we believe that our employees are our most valuable asset. We are dedicated to fostering an inclusive and diverse workplace that celebrates individuality creativity and the unique perspectives each employee brings. We welcome applicants with diverse lived experiences including those directly related to this position. At CHN we are committed to providing a supportive inclusive and dynamic work environment where all employees can grow and thrive.

Our commitment to diversity extends to all aspects of our work and we strongly encourage individuals from diverse backgrounds to apply. CHN is an equal opportunity employer and we embrace applicants regardless of age race color disability HIV status gender identity sexual orientation national origin or other characteristics that make you unique.

Are you looking to join a team that empowers individuals and creates lasting change in the community Do you thrive in an environment that values service innovation wellness and integrity If so we would love to hear from you!

Why Work at CHN
As a full-time employee you will enjoy a competitive benefits package which includes:

Health & Wellness Benefits: Health Dental Vision Life Short- and Long-Term Disability Insurance and an Employee Assistance Program (EAP)

Employee only share of health insurance premium is 100% paid for by CHN

• Paid Time Off (PTO): Generous leave policy (at the end of one year full time employee accrue 3 weeks of PTO) 13 paid holidays up to 2 floating holidays and 1 day of wellness time (all time off benefits for part time employees are prorated based on the number of hours scheduled per week).
  Retirement Savings: 403(b) plan with employer matching $1 for $1 up to 3% and $0.50 on the $1 for 4 and 5%
  Education & Professional Development: Tuition reimbursement and access to ongoing learning opportunities
  Additional Benefits: Flexible Spending Accounts (FSA) Health Spending Account (H SA) Voluntary EAP
• STD LTD and Basic Life 100% paid for by CHN.
  Eligible for Federal Loan Forgiveness Program

Position Summary:
The Program Assistant is the first representation and impression of our organization. The position requires a friendly
professional attitude and appearance. The Program Assistant is responsible for providing and/or coordinating the day-today operations of the agency reception desk and assisting with other programs under the supervision of the regional
manager and other department managers as assigned by primary supervisor. The Program Assistant is responsible for
providing program support to the SCHN team and clients to advance our mission to equitably meet the evolving needs of
people affected by HIV and other health conditions through prevention care and advocacy. Main functions include
communication operational administrative and programmatic support.

Essential Job Functions:

• Operations and Logistical Support
• Staff the reception desk beginning at 8 am through 5 pm Monday-Friday.
• Serve as the agencys first point of contact both in person and on the phone providing excellent customer serviceto all visitors clients and callers while ensuring that all client and caller inquiries are routed appropriately.
• Coordinate office operations with operational support providers including but not limited to: office suppliescleaning services and prevention and case management supplies.
• Maintain office supplies inventory by checking stock on-hand to determine inventory level; anticipating neededsupplies; placing and expediting orders for supplies; verifying receipt of supplies and remitting all supply orderrelated documentation and receipts for reconciliation in a timely manner.
• Assist SCHN case management and prevention staff with distribution and receipt of necessary paperwork.
• Serve as liaison with landlord and contractors on building-related matters.
• Enforce standards associated with confidentiality. This position is called to help support the maintenance ofconfidentiality/privacy of all SCHN clients.
• Maintain the overall appearance of the reception area: straighten publications and materials remove trash wipedown surfaces at end of day stock condoms lube in baskets and update bulletin boards etc. (subject to changefor COVID protocol)
• Monitor and transfer incoming phone calls record outgoing voicemail messages and ensure all general voicemailmessages are transferred to appropriate person(s).
• Prepare quarterly/year end reports and other duties as assigned.
• May be called upon to assist with special projects and assume responsibility for the development administrationand promotion of specific projects as required and assigned.
• Communications Outreach and Development Support
• Provide communications assistance to the office staff including assisting with outreach and organizational tasks.
• Compile and create original content for newsletters for clients participants donors and community members.
• Work with the Regional Manager and central office to generate and contribute original content for social mediachannels and outlets.
• Assist with contract negotiations for venues and the booking of event space arrange event catering order suppliesand audiovisual equipment make travel arrangements order event signs and ensure appropriate décor (floralsarrangements linens color schemes etc.) to meet the quality expectations of the greater organization along withits stake-holders and donors.
• Conduct research make site visits and find resources to help staff make decisions about potential eventopportunities.
• Propose new ideas to improve the event planning and implementation process.
• Serve as liaison with vendors on event-related matters.

Case Management Support

• Provide assistance and support to the Ryan White case managers as requested. This will include a variety of tasksthat may include data research paper and electronic files errands reports and other valuable activities thatassist our clients.
• Support in gathering request for care paperwork and forwarding to appropriate person(s).
• Monitor and coordinate general resource materials for phone and paper distribution.
• Provide assistance and support to the satellite offices during hours of operation. This may include a variety of tasksthat may include data research paper and electronic files errands reports and other valuable activities thatassist our clients.

This list is not meant to be a comprehensive list of job duties. Other duties may be assigned.

Qualifications:
Minimum of 1-2 year previous work experience required in a similar capacity; preferably in a non-profit setting; training in
cultural competency. Must be comfortable with community outreach and coordination with external stakeholders; a
positive attitude and an outgoing personality. Must be able to work in a diverse setting with diverse populations including
people representative of all gender identities races and ethnicities members of the LGBTQ community people who are
insecurely housed or homeless people who use illicit drugs and people who participate in commercial and/or survival sex
work. Bilingual abilities strongly preferred.

Education:
High school diploma/GED required. Bachelors degree or previous professional experience preferred. Candidates who are
actively pursuing more education or have hopes to pursue additional education are encouraged to apply.

Software Utilized:
Experience working with basic office and database computer programs including familiarity with Microsoft Outlook Word
Excel Access SharePoint and the internet. Experience with social media fundraising contact management or other
database software preferred.

Knowledge Skill and Ability:
Knowledge of HIV and related issues. Willingness and ability to work with diverse populations - persons living with HIV the
GLBTQ community persons of various ethnic backgrounds disenfranchised communities. Excellent Customer Service skills
for clients and relationship with management including excellent communication skills. Highly organized and detail
oriented. Must demonstrate accuracy efficiency and excellent organizational skills. Must demonstrate effectiveness in the
following areas: customer service; task management; teamwork; time management; and communication with clients
teams managers and company consultants.

Material and Equipment Directly Used:
Works with standard office equipment including computer work station printers copiers scanners and fax machine. Works
with word processing software spreadsheet applications and presentation software. Communicates with clients and
vendors using the telephone e-mail the Internet and fax.

Physical Demands and Work Conditions:
Works in a professional office environment. May travel to offsite locations. Valid Colorado Drivers License/auto insurance
and reliable transportation required. Requires clear speaking ability and the ability to use a telephone for extended periods.
Requires ability to view a computer screen (near acuity). Requires fingering agility for keyboarding and using a telephone
and other office equipment