Program Coordinator

Program Coordinator

Salary Range $23.81 - $25.95 Hourly Position Type Full Time Job Shift Day Category Admin - Clerical

Position Summary

The Programs Coordinator is the first representative and impression of our organization. The position requires a friendly, professional, and collaborative self-starter. The Programs Coordinator is responsible for providing and/or coordinating the day-to-day operations of the agency reception desk and assisting with other programs under the direction of their supervisor and other program managers, as assigned by primary supervisor. The Programs Coordinator is responsible for providing program support across CHN departments and to our clients, participants, and patients 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. Specific program duties may be outlined in an Addendum to the job description, as applicable.

Essential Job Functions

Operations and Logistical Support

• Assist with preparing reports for all programs as requested by program manager or director.
• Staff the reception desk, as scheduled, up to all open business hours.
• Serve as the agency's first point of contact both in person and on the phone, providing excellent customer service to all visitors, clients, participants, patients, and callers, while ensuring that all inquiries are routed appropriately.
• May be asked to assist with ordering programmatic supplies and will work with corresponding program manager and/or director.
• Maintain office supplies inventory by checking stock on-hand to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies and remitting all supply order related documentation and receipts for reconciliation in a timely manner.
• Work with facilities department on office maintenance needs and cleaning
• Enforce standards associated with confidentiality. This position is called to help support the maintenance of confidentiality/privacy of all clients/participants/patients.
• Maintain the overall appearance of the reception area: straighten publications and materials, remove trash, wipe down surfaces at end of day, re-stock supplies that are made available to clients/the public in the lobby and update bulletin boards, etc. Monitor and transfer incoming phone calls, record outgoing voicemail messages, and ensure all general voicemail messages are transferred to appropriate person(s).
• Update voicemail and post signage as needed to inform clients of any changes to office or service hours.
• Attend and participate in required staff and department meetings; take meeting minutes when requested.

Communications, Outreach, and Development Support

• Provide support for event planning and logistics, including researching venues, coordinating food and beverage services, ordering supplies and audiovisual equipment, arranging travel, producing event signage, and ensuring dcor meets organizational and stakeholder expectations. Provide on-site event support as requested.
• Support office communications by assisting staff with outreach efforts, coordinating information, managing staff in/out board if needed, and completing organizational tasks.
• Compile and create original content for newsletters and social media channels for clients, participants, donors, and community members.
• Provide onsite support, as needed, for external outreach events to reach priority populations.
• As employees of a charitable organization, all staff share the responsibility of serving as ambassadors for the organization in the community. This can be achieved by fostering the development of relationships with potential constituents/donors as well as by participating in CHN events/activities.
• Serve as an additional staff liaison to the regional council, attend meetings and events, and take minutes as needed.
• Support outreach and community engagement efforts by providing health education and promoting risk-reduction strategies.
• Propose new ideas to improve the event planning and implementation process.
• Assist with planning and coordination of the annual Staff Summit, including administrative, logistical, and organizational tasks.
• Coordinate holiday food boxes and gift donations as needed.

Programmatic Support

• Supports implementation and reporting of Health Education/Risk Reduction (HE/RR) activities, ensuring alignment with program deliverables and regional objectives.
• Provides varying levels of assistance and support to all programs and services pending upon regional and organizational needs.
• Provide assistance and support to all departments including during hours of operation. This may include a variety of tasks that may include data, research, paper and electronic files, scheduling appointments errands, reports, and other valuable activities that assist our clients.
• Support in obtaining, copying, and scanning paperwork and forwarding to appropriate person(s).
• Monitor and coordinate general resource materials and health education/risk reduction information for phone, print, and electronic distribution.
• Coordinate the office's food bank/food pantry program, which may serve both clients living with HIV and prevention clients, by ordering supplies, inventory tracking, filling orders from drop-in clients/participants, stocking the food bank, coordinating deliveries, assisting case managers accessing for their clients, tracking usage data and supplying reports on utilization. Attend food bank trainings and conferences as needed.
• Assist clients/participants/patients by providing and following up on internal referrals to CHN programs and external and services that can help them achieve optimum health outcomes, and linkage-to-care by CHN and other providers.
• Must be able to work in a diverse setting with diverse populations, including persons living with HIV, the LGBTQ+ community, persons of various ethnic backgrounds, disenfranchised communities.
• Participation in training related to HIV, substance use, harm reduction, trauma informed care and related issues. Cultural Competency/Sensitivity.

Qualifications

Qualifications: Minimum of 1-2 year previous work experience required in a similar capacity and/or equivalent combination of education and experience; preferably in a non-profit setting; training in cultural competency. Must have a current and valid Colorado driver's license; must be able to pass driving record per CHN insurance requirements; must have reliable transportation; must be able to be insured by CHN driving and liability insurance companies. Knowledge of safe lifting techniques and the ability to lift up to 50 pounds is required. Must be comfortable with community outreach and coordination with external stakeholders; have 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. Some evening and weekend work will be required. Position is client/participant/patient-facing, requiring full-time onsite presence. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Education: High school diploma/GED required. Bachelor's degree or previous professional experience preferred and/or equivalent combination of education and experience required. 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, Teams, and the internet. Experience with social media, contact management or other database software preferred. Proficiency with Microsoft Office applications such as Word, Excel, Outlook, and Teams is required. Candidates should be comfortable working with client database systems and learning new software tools as needed.

Knowledge, Skill and Ability:

Knowledge of HIV and related issues. Willingness and ability to work with diverse populations - persons living with HIV, the LGBTQ community, persons of various ethnic backgrounds, disenfranchised communities. Excellent customer service skills for clients and relationships with colleagues 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. Previous experience in the delivery of evidenced-based programs is highly preferred, as well as excellent communication, client services, and data collection skills. The appropriate person will be highly organized and detail-oriented. This position requires personal and professional accountability; self-management and initiative; dedication to quality improvement; professional integrity; research ethics, and cultural competency. Must demonstrate accuracy, efficiency and superior organizational skills. Must demonstrate effectiveness in the following areas: task and time management; teamwork; and communication with teams, managers, clients and participants, and company consultants.

Material and Equipment Directly Used:

Works with standard office equipment including computer work station, printers, copiers, scanners and fax