MichiganPublic HealthInstitute

PositionDescription

Title:Program Assistant-HIV

Employee Name:TBD

Supervisor:Chris Finch

Purpose: Thispositionisresponsible forprovidingsupportforcommunityandstatewideplanning,trainings,internalprojects,teamsandotheressentialactivitieswithin the MichiganDepartmentofHealth and Human Services(MDHHS),HIV Care and Prevention and Section(HCPS), HIV Prevention, Intervention, and Evaluation (PIE) Unitand to assistinprogramsupportformanagementteamandMDHHSsupervisors.

Duties and Responsibilities:

  • Provideprogram,administrativesupportto PIEandtheMichiganHIV/AIDSCouncil(MHAC)and itscommitteesandworkgroups.
  • Provide support to funded agencies by ordering testing supplies and maintaining records of transactions.
  • Maintaindatabase forthe MHACand itscommitteesto trackparticipation,goals,objectivesandplanningactivities.
  • Trouble-shootvarioussoftwareanddatabaseprograms.
  • Preparelogisticalarrangementsformeetings,committees,trainings, needsassessments,focusgroups,conferencesandinternal/externalactivities.
  • Preparemeetingagendas,meetingminutesandfollow-upcommunication forPIEunitmeetings,teamsandworkgroups.
  • Participatein the developmentofHCPSandDivisionpoliciesandproceduresworkgroup,maintain files,sendmeetingnotices,developagendasandmeetingminutesand trackprogress.
  • Maintainstrackingsystemsandpreparestimelinesfortime and effortreporting,travelexpenses.
  • Providedailyprogramsupport(phonecoverage,copying,printing,completingformsandreviewingtravelvouchers).Disseminatematerialsto internalandexternalpartnersandmaintaindocumentationofcommunication.
  • Developandmaintaina trackingsystemforprofessionaldevelopmenttrainingsforinternalstaff.
  • Developandmaintain the official PIEe-mail grouplistsforallcommittees,councils,conferenceandtrainingparticipants,PIEteams, workgroups, and prevention listserv.
  • Participateinallrequiredmeetingsandtrainings,includingconfidentialityandsecuritytrainingsand sign oathofconfidentiality.
  • OtherdutiesasassignedbytheUnitManager.

Qualifications/Requirements:

Education: High Schooldiploma

Associates Degree preferred

Experience:2 yearsofexperienceinprogramassistance. Highlydesirable:ExperienceworkingwithpublichealthHIV/STDprograms.

ImportantSkills andCharacteristics:Commitmentto healthequityandservingthe underservedpopulationsinMichigan. Thispositionrequirescollaborationandpartnershipswithinternalandexternalpartners;high levelofinitiative,accountability,andaccuracy;excellentoralandwrittencommunications;abilityto effectivelycommunicatewithdiplomacyunderchallengingcircumstances;assureconfidentialityandprivacyofothers,facilitatea positiveworkenvironment;the desire,driveandability to workwellinteamsituations;andbeself-motivated. The positionrequiresthe abilitytoconceptualizechanginghealthcaresystems,andeffectivelyand efficientlysupportthe implementationofnewprogramdirection.Completeworkintimelymanner,andhandlemultiple tasksatone time withminimalornosupervision.

ProficiencyinMicrosoftOfficeapplicationsandfamiliaritywithemail/internetbrowsersoftware.

WorkEnvironmentandPhysicalRequirements:Jobmayrequiremoderatephysical effortincludingliftingmaterialsandequipmentof<25#andinvolvesviewingaVDTscreen30%-50%ofthe time andrespondingto phoneinquiries. Standard office environment. Requiresvalidvehicleoperator’slicensewhereneeded to performdutiesofthe position.Frequentdeadlines.

Local,state and out-of-state travelmayberequired.

RESPONSIBILITY FOR THE WORKOFOTHERS:

Noassignedresponsibility.

IMPACT ON PROJECTS,SERVICESAND OPERATIONS

Performsasa criticalmemberofa teamofprofessionalsworkingto reducetransmissionofHIV and toensureaccessto andretentionincare forpersonsinMichiganinfectedwithHIV.

REQUIRED COMMUNICATION: TBD

“Forpurposes ofemployment standards, thisclassification is“Non Exempt”fromtheovertimeprovisions oftheFairLaborStandards Act.”

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Supervisor or ProgramDirector