The Sr. Program Assistant is responsible for providing professional support for programs or internal functional activities and typically performs moderately difficult analysis, research, writing, and project coordination, usually under the direction of a Sr. Program Analyst. This is an entry level position with a Bachelors degree, or the equivalent. The work of the Sr. Program Assistant supports the programmatic or functional work of the department, typically follows standard processes, procedures, and solutions, and includes basic project coordination (organizing, budgeting, and complex scheduling), research, analysis, and writing.
The Sr. Program Assistant understands policies, standards, and their application to their work. The Sr. Program Assistant understands implications of internal and external policies that impact their position. He or she typically performs under moderate direction, analysis, research, writing, and can complete projects or components of large scale projects/programs with little supervision. The Sr. Program Assistant may have frequent contact with outside organizations or internal stakeholders that may involve project coordination, information sharing, or resolution of problems. They may be required to attend external meetings.
COMPETENACIES AND EXPECTATIONS:
Ability to organize work projects and complete tasks within assigned time frames.
Ability to develop and maintain databases.
Ability to organize and present information.
Detail oriented; high degree of accuracy in all aspects of work.
Full accountability for all work responsibilities and outcomes, and for input to team(s).
Strong organizational skills; ability to maintain accurate files.
Strong interpersonal skills.
Strong analytical skills.
Strong written and oral communication skills.
Member service orientation, for both internal and external customers.
Ability to read and comprehend instructions, correspondence, and memos.
Ability to write correspondence.
Ability to effectively present information in one-on-one and small group situations to stakeholders, members and other employees of the organization.
Responds to difficult or emotional member situations; Responds promptly to member needs; Solicits member feedback to improve service; Responds to requests for service and assistance; Meets commitments.
Strives to continuously build knowledge and skills; Shares expertise with others.
Ethics - Treats people with respect; Keeps commitments; inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; supports organization's goals and values; supports affirmative action and respects diversity.
Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
Strives to increase productivity; Works quickly.
Safety and Security - Observes safety and security procedures; reports potentially unsafe conditions; uses equipment and materials properly.
Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are communicated to supervisor when absent; Arrives at meetings and appointments on time.
Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Completes tasks on time or notifies appropriate person with an alternate plan.
Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Asks for and offers help when needed.
Perform other duties as assigned.
Ability to multi-task.
Ability to communicate well with the public on the phone and in person.
Ability to work independently as necessary to achieve performance goals.
Ability to work effectively within teams.
Ability to calculate figures and amounts.
POSITION SPECIFIC DUTIES:
Perform administrative tasks; including but not limited to: coordination of conference calls, virtual webinars and face-to-face conferences, meetings, and other special events. Drafting emails, reports, memos, agendas, minutes, or other documents.
Monitor and provide administrative updates for environmental health webpages, track website statistics, and post new information as needed.
Administer/monitor opioid related resources through social networking sites (e.g. twitter, facebook).
Compile the submissions of opioid related news, fact sheets and content-related resources for dissemination to members via electronic newsletter and other NACCHO publications.
Compile and/or draft written updates/articles for NACCHO Exchange, Public Health Dispatch, and/or the NACCHO website.
Coordinate conference calls for the various injury and violence prevention advisory groups and other related activities (e.g., maintaining committee lists, dissemination of call notes, and overseeing mailings to committee members) with appropriate co-workers, as needed.
Represent NACCHO at external meetings (minimal travel required).
Administer and compile online surveys, compiling data, and producing simple tables and graphs.
Oversee the dissemination and reprinting of project-related items and publications.
Provide adequate time management of all project related tasks and deliverables.
Process check requests, travel expense forms, and other administrative paperwork.
Establish contracts and contract files, and process invoices and payments.
Bachelor’s degree in relevant professional field with a minimum of two years office experience or equivalent combination of education and experience, including a relevant certification. On occasion, extensive practical experience may be substituted for formal education, particularly if the technical specialty is unusually complex or when long experience has greater value to the organization than conceptual understanding.
Experience working in an association environment a plus.
Excellent ability to balance multiple priorities, and to effectively communicate about the status of projects.
Ability to write routine reports and correspondence.
Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form.
Medium level computer skills with spreadsheet and Microsoft Office software experience required.
Medium-level computer skills with webpage development required.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Occasionally required to sit.
Occasionally required to walk.
Occasionally required to reach with hands and arms.
Occasionally required to talk or hear.
Occasionally required to bend, lift or climb stairs.
Occasionally required to lift light weights (less than 25 pounds)
The noise level in the work environment usually is moderate
JOB CLASSIFICATION:Full-time, Non-Exempt, TERM: This position is considered a term position made possible through grant funding. NACCHO will make every effort to secure continued funding, for this position.
NACCHO offers generous benefits plan including but not limited to 13 days of sick leave annual leave allowable accumulation up to 225 hours, and paid vacation leave. NACCHO benefits include a generous health, dental, and vision plan, 5 percent of base salary contribution to 403(b) plan, (not a matching contribution); paid short and long term disability plan and paid term life insurance. At NACCHO, our commitment to equal employment opportunity and affirmative action seeks to ensure a work environment free of discrimination and harassment. We respect and value work force diversity among all employees and all those with whom we do business.